JOB DESCRIPTION
Post:
Section Administrator
Job Family/Level:
Professional Services, Level 3b
Salary:
£32,930 - £40,720 per annum
Institute:
National Heart and Lung Institute
Division:
Cardiovascular Science
Campus:
St. Mary’s
Contract:
Full time and open ended
Reports to:
Divisional Manager, Cardiovascular Sciences
Key Working Relationships:
All senior cardiovascular academic staff and other
research staff, research students and technical staff.
Key Working Relationships
(other):
Key Working Relationships
(external to College):
Heads of Sections, Departments and Divisions across and
their Administrators; College finance officers; Human
Resources and Registry staff, and Campus Administration.
Liaison with numerous visitors, colleagues and
collaborators, both national and international.
Summary of Post
The role of the Section Administrator is to organise, support and maintain the administration
and general management of the cardiovascular academic groups across the Division and
ensure that they run smoothly.
The Administrator is responsible for overall administration of the cardiovascular groups and
their research, for financial management, recruitment of staff, and associated liaison with
Institute administrators, Joint Research Office, HR staff, and also assisting Section Heads
with planning and management of the Section.
Duties and Responsibilities:
General Management
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To ensure that cardiovascular administrative support runs efficiently and effectively
To be innovative in amending working practices and methods to support and
improve academic efficiency to develop the infrastructure of the sections
To help to resolve complex and difficult administrative issues and problems with
minimal input from senior academics and line manager
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To be the first point of contact and communicate selected relevant information and
notices that come into the cardiovascular groups to appropriate members of staff
at all levels
To arrange and attend meetings, taking minutes and keeping records as required
and attend Campus Management meetings as the representative for the
cardiovascular groups as required
To undertake administrative arrangements for placement of students and visiting
Fellows/Professors
To work independently and collaboratively to oversee all administrative procedures
relating to post-graduate students
Research Management
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To prepare project and grant applications. This will include acting as delegate to
PI’s on the College’s InfoEd grant submission programme
Support Section Head with strategic grant management
To manage awarded grants in conjunction with the Joint Research Office and
Institute Administrators. This involves the monthly monitoring of grants via an
Oracle based management system
Finance
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To maintain records of income and expenditure for the cardiovascular research
groups, particularly for individual research projects, consultancies and other
sources of income and liaise and interact with the Institute administrators,
including the Finance Manager
To provide and circulate guidance on expenditure to members of the research
groups
To administer research groups’ finances including research grants, liaising with
funding bodies where appropriate.
To liaise and interact with the Research Grants and Contracts Office and Institute
Administration to maintain existing grants and to prepare new grants
To monitor and authorise expense claims, re-charging projects and other accounts
as appropriate
To train and keep updated nominated staff to become familiar with the ICIS
(Oracle management) financial system to enable backup when the Administrator is
absent
HR
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To prepare applications and job descriptions for filling staff vacancies. This
includes finalising the job description and person specification, sending to Institute
Administration for approval and liaising with HR on subsequent recruitment and
selection activities
To ensure the timely management of staff consultation
Promote awareness and ensure compliance of all HR polices including all leave
arrangements
To liaise with Institute Administration and HR regarding the appointment of
academic staff
To advise staff within the cardiovascular groups on College recruitment and
selection procedures
To liaise with Institute Administration in relation to the financial and administrative
aspects of staffing matters
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To ensure starters and leavers complete appropriate paperwork and new staff are
inducted appropriately
To maintain all relevant files and records
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.
IMPERIAL COLLEGE LONDON
PERSON SPECIFICATION
Imperial Expectations
These are the 7 principles that Imperial leaders, managers and supervisors are expected to
follow:
1) Champion a positive approach to change and opportunity
2) Communicate regularly and effectively within, and across, teams
3) Consider the thoughts and expectations of others
4) Deliver positive outcomes
5) Encourage inclusive participation and eliminate discrimination
6) Support and develop staff to optimise talent
7) Work in a planned and managed way
Qualifications:
Essential
 A degree or relevant vocational qualification, or equivalent experience
Knowledge and Experience:
Essential
 Experience of administrative and research management
 Proven experience in monitoring income and expenditure
 Experience of producing financial and management information
 Experience with organisational and administrative procedures
 Knowledge of Financial management systems
 A working knowledge of Windows based software (spreadsheets, finance and MS
Outlook packages)
Desirable
 Experience of working in an academic administrative environment
 Experience of university administration
 Knowledge of university/College research administration
 A broad understanding of the aims and objectives of an academic medical research
department
 An understanding of the difficulties in managing diverse activities in expanding
academic research departments
 Knowledge of human resources procedures and issues, including recruitment
 Knowledge of project management
 Knowledge of medical and scientific terminology
 Experience of servicing meetings
Skills and Abilities:
Essential
 Good numeracy skills
 Excellent interpersonal skills
 Good line management skills
 Ability to prioritise and multi-task
 Ability to communicate effectively at all levels
 Ability to manage a high volume of work in order to meet deadlines
 Ability to work under pressure whilst maintaining a high degree of accuracy
 A high degree of tact, diplomacy and confidentiality
 Ability to anticipate, prioritise and be proactive, seeking direction and referring matters
as necessary
Other:
Essential
 An open and positive attitude to working in a constantly changing environment.
 A willingness to work with others to achieve the aims of the College, Institute,
Department and individual members of staff
Desirable
 Flexible approach to the demands of working in an academic environment