At a Glance
- Tasks: Provide top-notch admin support in a dynamic academic setting at a leading university.
- Company: Join the Department of Physics at Imperial College London, a world-renowned institution.
- Benefits: Enjoy 41 days of annual leave, flexible working, and a generous pension scheme.
- Other info: Be part of a diverse community that values inclusivity and professional growth.
- Why this job: Kickstart your career while making a real impact in a collaborative environment.
- Qualifications: Strong organisational skills and experience in busy office settings are essential.
The predicted salary is between 30000 - 40000 £ per year.
About the role
Are you a highly organised administrator looking to develop your career in a fast-paced academic environment, supporting departmental leadership and operations within a world-leading university? In this varied and dynamic role, you will support the Head of Department’s Office within the Department of Physics, providing high-quality administrative and operational support to senior leadership. You will also contribute to wider departmental activities, working flexibly with teams including the Knowledge Hub and Community Hub to help ensure the smooth running of departmental operations. This role will be based on site only, at Imperial's South Kensington Campus.
What you would be doing
- Provide proactive administrative and operational support within the Head of Department’s Office, working closely with the Executive Assistant and Director of Operations to ensure the smooth running of daily activities.
- Coordinate diaries, meetings, and events, manage correspondence and inbox queries.
- Prepare high-quality documentation, briefing materials and presentations, as well as take meeting minutes and monitor any actions arising, to ensure effective follow-through.
- Organise travel and expenses, monitor expenditure, and support departmental projects and operational initiatives.
- Provide flexible administrative support to the Knowledge Hub and Community Hub teams, helping to respond to changing priorities and busy periods across the Department.
- Build strong working relationships with staff across the Department, handle sensitive information with discretion, and contribute to continuous improvements in administrative processes and ways of working.
What we are looking for
- Experience providing administrative support in a busy office environment.
- Strong organisational skills with excellent attention to detail.
- Excellent written and verbal communication skills.
- Ability to build effective working relationships with colleagues at all levels.
- Confidence in supporting senior staff and handling sensitive information with discretion.
- Ability to prioritise effectively and manage multiple tasks simultaneously.
- Experience using Microsoft 365 tools such as Outlook, Teams, SharePoint, Word, and Excel.
- A flexible, proactive approach with the ability to adapt to changing priorities.
What we can offer you
- The opportunity to continue your career at a world-leading institution and be part of our mission to use science for humanity.
- Benefit from a sector‑leading salary and remuneration package (including 41 days’ annual leave and generous pension schemes).
- Access to a range of workplace benefits including a flexible working policy from day one, generous family leave packages, on‑site leisure facilities and cycle‑to‑work scheme.
- Interest‑free season ticket loan schemes for travel.
- Be part of a diverse, inclusive and collaborative work culture with various staff networks and resources to support your personal and professional wellbeing.
Full-time position
This is a full‑time post (35 hours per week).
Contract length
This role is for a fixed‑term contract for 12 months.
Equal Opportunity
The Department of Physics is proud to hold an Athena SWAN Silver Award, recognising our commitment to fostering a supportive, inclusive, and thriving community. We value the strength that comes from diverse perspectives, and we warmly welcome applications from talented people of all backgrounds and particularly those underrepresented in physics, to join our vibrant community supported by initiatives that promote collaboration, inclusivity, and professional development.
Operations Assistant employer: SONICOM
Imperial College London is an exceptional employer, offering a dynamic and inclusive work environment at its prestigious South Kensington Campus. Employees benefit from a sector-leading salary, generous annual leave, and a range of workplace perks, including flexible working policies and on-site leisure facilities. With a strong commitment to professional development and a supportive culture that values diversity, this role as an Operations Assistant provides a unique opportunity to contribute to impactful academic operations while growing your career in a world-class institution.
StudySmarter Expert Advice🤫
We think this is how you could land Operations Assistant
✨Tip Number 1
Network like a pro! Reach out to current employees at the university or in similar roles. A friendly chat can give you insider info and might even lead to a referral, which is always a bonus!
✨Tip Number 2
Prepare for the interview by researching the department and its projects. Show that you’re not just another candidate; demonstrate your genuine interest in their work and how you can contribute to their goals.
✨Tip Number 3
Practice your communication skills! Since this role involves liaising with senior staff and managing sensitive information, being articulate and confident during interviews will set you apart from the crowd.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you’re serious about joining our team at Imperial.
We think you need these skills to ace Operations Assistant
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your relevant experience in administrative support. Use keywords from the job description to show that you understand what we're looking for!
Show Off Your Organisational Skills:In your application, give examples of how you've managed multiple tasks or projects simultaneously. We want to see your strong organisational skills in action, so don’t hold back!
Communicate Clearly:Since excellent written communication is key for this role, ensure your application is clear and concise. Proofread for any typos or errors – we love attention to detail!
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way to ensure your application gets to us quickly and efficiently. Plus, it shows you're keen to join our team!
How to prepare for a job interview at SONICOM
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the Operations Assistant role. Familiarise yourself with the key responsibilities like diary management, correspondence handling, and supporting senior staff. This will help you answer questions confidently and show that you're genuinely interested in the position.
✨Show Off Your Organisational Skills
Since this role requires strong organisational skills, prepare examples from your past experiences where you've successfully managed multiple tasks or projects. Be ready to discuss how you prioritised your workload and ensured everything ran smoothly, as this will demonstrate your ability to thrive in a busy office environment.
✨Communicate Clearly and Confidently
Excellent written and verbal communication skills are crucial for this position. Practice articulating your thoughts clearly and concisely. You might even want to prepare a brief presentation on a relevant topic to showcase your communication abilities during the interview.
✨Build Rapport with Interviewers
During the interview, focus on building a connection with your interviewers. Ask insightful questions about the department and its operations, and express your enthusiasm for contributing to their goals. This will not only show your interest but also help you stand out as a candidate who values collaboration and teamwork.
