JOB DESCRIPTION
Post:
BHF Centre Administration Assistant
Division:
National Heart and Lung Institute
Faculty:
Faculty of Medicine
Job Family/Level:
Professional Services, Level 2b
Salary Range:
£24,870 – £27,490 per annum
Responsible To:
BHF Centre Administrator
Works Closely With:
BHF Centre of Research Excellence Director, Deputy
Director, Associate Directors, Education Coordinator,
staff, students and members, NHLI staff and students,
Imperial College Conferencing and Events and Registry
Contract:
Full-time, fixed term until 31 March 2014
Location:
Imperial Centre for Translation and Experimental
Medicine (ICTEM), Hammersmith Campus
Background Information
British Heart Foundation (BHF) Centre of Research Excellence
The BHF Centre of Research Excellence was established at Imperial College in 2008,
through an £8.9 million award from the British Heart Foundation (BHF). The Centre
focuses on cardiovascular science and exposes researchers to disciplines, which have
been traditionally segregated from each other and to encourage scientists outside
traditional biomedical research to engage in cardiovascular research. This BHF Research
Excellence Award (REA) has built bridges between Imperial College’s scientific expertise
in life sciences, medicine, engineering, chemistry and computational biology with the
ultimate objective of furthering our understanding of cardiovascular disease and
discovering new ways to treat it.
Although the BHF Centre of Research Excellence is a virtual Centre, the administrative
activities are conducted from the newly opened Imperial Centre for Translational and
Experimental Medicine (ICTEM), based at the Hammersmith Campus of Imperial College
London
National Heart and Lung Institute (NHLI)
The Imperial College Faculty of Medicine is one of the largest in the UK and Europe. Its
aim is to be counted amongst the most successful in the UK and in Europe. The National
Heart and Lung Institute (NHLI) is a large Institute of the Faculty and is highly research
active with a portfolio of research programmes in Cardiovascular and Respiratory Science
exceeding £30 million per annum out of a total Institutional turnover of about £45 million.
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Job Summary
You will assist the BHF Centre Administrator in the day-to-day administration,
management and smooth running of the BHF Centre of Research Excellence. The role
also involves assisting with various administrative tasks related to the smooth running of
the Imperial Centre for Translational and Experimental Medicine (ICTEM) and wider NHLI
activities as required.
Key Responsibilities
Organisation
 Arrange internal/external meetings including booking of rooms and venues, contacting
speakers, arranging audio-visual equipment and liaising with caterers
 Liaising with speakers, course examiners and room booking for seminars and teaching
associated with the BHF Centre, and assist with the archiving of lecture material
 Assist with organisation and logistics of any external visitors to the BHF Centre
 Assist with the organisation of large Symposia events, including room and hotel
bookings, speaker and attendee liaison, organising catering and audio-visual
equipment
Secretarial/Office Management
 Arranging transport and accommodation as necessary
 Arrange committee meetings, including booking rooms and refreshments
 Assist in maintaining the Centre’s website
 Assist with general secretarial duties: word-processing, photocopying
 Place orders for goods/services as required
BHF Funded Postgraduate Research Students
 To provide administrative support for recruitment, application, admission, registration
and student progress reporting systems for MRes and MPhil/PhD research students
 To follow up on candidates who are offered a place, ensuring all admission criteria are met
 To advertise MRes/PhD studentships, support short listing and arrange interviews
 Maintain an efficient filing system for student details
 To assist in processing bursaries and tuition fee payments
ICTEM
 Contact point for any queries relating to the smooth running of the 3rd floor of ICTEM
 Arranging access to the building for any individuals as required
 Assist with organisation and logistics of any external visitors to ICTEM
 Organisational responsibility for the regular ICTEM Seminar Series, including room
and catering booking, speaker liaison and advertising
General Responsibilities
 General administrative and other office duties
 To undertake any other duties as may reasonably be requested by the BHF Centre
Administrator, Education Co-ordinator and Director of BHF Centre of Research
Excellence
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To observe and comply with all College policies and regulations, including the
key policies and procedures on Confidentiality, Conflict of Interest, Data
Protection, Equal Opportunities, Financial Regulations, Health and Safety,
Imperial Expectations (for new leaders, managers and supervisors), Information
Technology, Private Engagements and Register of Interests, and Smoking.
To undertake specific safety responsibilities relevant to individual roles, as set
out on the College Website Health and Safety Structure and Responsibilities
page (http://www3.imperial.ac.uk/safety/policies/organisationandarrangements).
Job descriptions cannot be exhaustive and the post-holder may be required to
undertake other duties, which are broadly in line with the above key
responsibilities.
Imperial College is committed to equality of opportunity and to eliminating
discrimination. All employees are expected to adhere to the principles set out in
its Equal Opportunities in Employment Policy, Promoting Race Equality Policy
and all other relevant guidance/practice frameworks.
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IMPERIAL COLLEGE LONDON
PERSON SPECIFICATION
Experience:
Essential
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Previous administrative experience in a service organisation environment, preferably
in a Higher Education setting
Knowledge of, and experience with, Microsoft Office systems including Outlook,
Excel and Word
Skills and Abilities:
Essential
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Proven numerical skills
Ability to work independently and with limited supervision together with the
ability to prioritise tasks and work accurately, whilst working to tight deadlines
Ability to be proactive and demonstrate initiative in carrying out administrative
procedures
Good communication skills, both verbal and written
Good interpersonal skills and the ability to deal with people at all levels
Good organisational skills and attention to detail
The initiative and enthusiasm to take part in all aspects of assisting with the
operation of a busy office, ensuring that a high, professional standard of work is
maintained in a friendly and welcoming atmosphere
Ability to be flexible and adaptable and be willing to work outside normal office
hours if needed
Willingness to learn new skills
A responsible and conscientious attitude
Ability to handle highly confidential information with tact and discretion
Desirable
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Experience of Web page management
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