Senior Business Operations Officer in Islington

This world leading University is looking for an experienced Business Ops professional. The successful candidate will have proven experience with a range of administrative operations and budgetary and financial administrative processes. Candidates with appropriate experience from an academic environment or other not for profit environment are highly valued. A hybrid role (2 days on site) and a quick start available. Initially a 3 month Assignment.
Role Purpose: The Senior Business Operations Officer plays a key part in the following day-to-day operations: finance and resource management, procurement, human resources, estates and space, health and safety, and other projects around space provision, the allocation of teaching resources, etc. The role also provides a high level of customer service support in collaboration with key stakeholders in the Faculty of Arts and Humanities and central service teams.
Key responsibilities: The post holder will provide high-quality operational and business support activities for the Humanities cluster. You will be one of the two Senior Business Operations Officers coordinating a set portfolio of activities across operational functions working in collaboration with professional services staff and other team members in Business Operations. Working under the line management of the Business Operations Manager, the key job portfolios will cover the following aspects: Finance
To coordinate financial and procurement activities in accordance with King's Financial Procedures, overseeing purchasing, payments and invoicing.
To act as a local expert to service users on financial processes.
To support the Business Operations Manager on budget and expenditure matters to identify efficiencies and follow-up actions.
To coordinate assets and inventory, ensuring effective reporting and monitoring.
Human Resources To provide administrative support for Human Resources processes, including staff recruitment, onboarding, staff inductions, offboarding, and mandatory staff training.
To support the Business Operations Manager in managing the annual teaching planning process, including the allocation of Graduate Teaching Assistants and Hourly Paid Lecturers to teaching vacancies and updating the academic sabbatical research leave charts.
Space
To coordinate a portfolio of local space and infrastructure matters, managing estates issue resolution, and maintaining data and information for reporting.
To oversee a portfolio of small to medium space projects including office refits, contributing to design proposals and space management solutions.
To pre-empt and escalate space and related issues, and present proposed solutions.
To manage a portfolio of activity to ensure that local stakeholders have the appropriate space and equipment required for their roles.
Health and Safety
To act as a Display Screen Equipment (DSE) Assessor.
To act as an Evacuation Marshal.
To ensure sufficient provision of marshals and first aiders in the relevant locality and promote and report on the uptake of relevant training modules.
To liaise with Estates and Facilities and Health and Safety Services as necessary and promote best practice in these areas within the Faculty.
To coordinate a portfolio of general administrative support for health and safety, business continuity and risk management.
Data Management
To review and report on financial data for which you are responsible, identifying any significant over- or under-spends.
To assist on reviewing data and recommend preferred supplier or procurement routes for improved cost, service quality and efficiency.
To gather, analyse and produce data on Business Operations team requirements to feed into decision making.
Other
To be the first point of contact for service users accessing the Faculty's business operations function providing a fast and efficient service or escalating to other colleagues where appropriate.
To coordinate a variety of administrative duties in business operations, working across functions and teams as required.
To support the business operations function's efforts to ensure data integrity, and ensure electronic and manual filing systems are in compliance with GDPR.
To ensure that local internet, intranet, and SharePoint business operations pages are up-to-date.
To attend and contribute to Business Operations team meetings and share best practice and knowledge with the Faculty and other Business operations colleagues.
To deputise for the Business Operations Manager and provide cover for the Senior Business Operations Officer as required.
To work flexibly as part of a team, supporting colleagues across the Faculty.
To contribute to writing and developing guidance notes and processes on behalf of the business operations function.
To assist with the content and production of departmental staff and GTA handbooks in electronic formats.
To organize staff events such as Away Days, end of the year parties, etc, as well as assisting with the organisation of some student events and annual lectures.
To undertake any other reasonable duties that may be requested by the Business Operations Manager and Head of Cluster Administration.
Skills and Experience: 1. Demonstrable professional experience of effective and efficient administrative operations (preferably in an academic environment, research, charity, or other not for profit environment).
2. Excellent interpersonal skills, able to interact with a wide variety of people in a professional and assured manner.
3. Excellent skills using technology and IT (including a broad range of software applications, especially Microsoft suite of programs and intermediate/advanced use of Excel) and an interest in expanding and improving these.
4. Excellent written and spoken communication skills including appropriate use of English in formal documents, professional emails, minutes, and confidence in corresponding with internal and external stakeholders.
5. Experience of budgetary and financial administrative processes (eg: raising purchase orders, invoicing, reconciliation, payments), with strong numeracy and data analysis skills, demonstrating accuracy and a high degree of attention to detail.
6. Excellent organisational skills with the ability to manage time effectively, work flexibly and prioritise workload to meet deadlines and to multi-task to work to competing deadlines in a busy work environment.
7. Demonstrable commitment to continuous improvement, reviewing processes and propose improvements, with an ability to identify and address potential operational problems/inefficiencies.
8. An enthusiastic and flexible team player with a proactive, ‘can do' attitude.
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