Department Administrator

Location: St Mary’s Campus, White City from mid-2023

Job Summary

We are seeking an experienced and enthusiastic Departmental Administrator for the Department of Epidemiology and Biostatistics within the School of Public Health.

The Department of Epidemiology and Biostatistics is headed by Professor Paul Elliott and carries out research into all aspects of non-communicable disease epidemiology, including key themes such as environmental epidemiology, biostatistics and large-scale population cohorts.

The post-holder will work as a member of a team of administrative support staff responsible for a large portfolio of projects within the department. The post-holder will work closely with the Departmental Manager (DM), the Principal Investigators (PIs), academic staff and students ensuring effective management of finances and HR processes, including research grant applications and post-award management. You will monitor and ensure appropriate use of research and non-research funds and provide advice and guidance on recruitment and College processes. You will coordinate the research groups' activity, liaising with senior staff, research services, contracts management and HR teams.  You will lead on managing HR processes for the department and deputise for the DM on financial approvals.

Imperial College is supportive of flexible working. The College is happy to discuss the possibility of implementing such arrangements for this post, with suitably qualified people, subject to operational requirements.

Duties and responsibilities:

• Providing investigators with assistance in the development, review and submission of new grant applications and the extension of current grants.
• Preparing and completing financial requirements on Imperial’s internal costing system, with transferral to funder applications forms, as required, ensuring applications are costed optimally and necessary approvals are obtained.
• Ensuring grant applications are prepared according to funder conditions and scheme guidance.
• Ensuring necessary approvals and documentation is prepared for extensions to current grants, including no-cost extensions.
• Liaising with other departments and universities, as required.
• Lead on human resources processes for the department, acting as first point of contact for all queries. Providing advice and guidance on College policies.
• Main liaison with HR Hub staff, HR Compliance team and strategic HR partners on all HR queries.
• Approve all departmental forms and requests and coordinate approval by SPH, JRO and others as required.

Essential Requirements:

• You must hold a degree or have an equivalent qualification/experience in a relevant administrative/business-related discipline.
• Experience of working with budgets and financial processing, including purchase orders and expense claims.
• Experience of project audits.
• Ability to quickly develop strong and effective working relationships with all levels of staff, students and external contacts.

• Proven organisational and time management skills, effectively handling conflicting priorities and ensuring tight deadlines are met.

Further Information

This post is full time on a fixed term contract of 12 months in the first instance, and will be based at the St Mary’s Campus, Paddington until 2023. The post-holder may also spend time at the White City campus; the department will be relocating to White City campus permanently in mid-2023.

Should you have any queries please contact Jess Billins (j.billins@imperial.ac.uk).

To apply, visit www.imperial.ac.uk/jobs and search by the job reference MED03646

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