Job description

Job summary

The Executive Assistant is responsible for providing executive level, project management and HR administrative support for the Head of Department of Life Sciences. Working closely with the Head of Department (HoD) and Department Operations Manager (DOM), you will ensure that the HoD’s Office runs smoothly. You are expected to take a proactive approach to ensure that you understand and keep up to date with the Head of Department’s activities in order to be able to co-ordinate projects, manage project timelines liaising with senior stakeholders and staff as required.

Duties and responsibilities

Project work

•  Provide comprehensive support to the ongoing academic recruitment project, working closely with the HoD and Deputy HoD ensuring plans are smoothly delivered within tight timescales.
•  Manage any ad-hoc or planned projects, as directed by the HoD, with respect to the strategic and/or operational needs of the Department.
• Attend and provide support to the Equality, Diversity and Inclusion Committee (EDIc) as required, and to contribute to the application for an Athena SWAN Silver Award.

Human Resources

•  Lead on managing the probationary process for all academic and Learning and Teaching staff at South Kensington campus, including arranging panels for lectureship probations, liaising with the appropriate line manager and academic adviser for completion of forms and ensuring HR are informed of any concerns in a timely manner.
• Act as Departmental contact for all South Kensington (SK) based academic staff related HR matters for example, the administration of academic staff appointments and promotions.
• Work closely with the Departmental Operations Manager to ensure contractual changes are kept up-to-date, including honoraria.
• Be responsible for the timely organisation of all aspects of the annual review conversation process (ARC) for all staff as one of the Departmental ARC Champions.
• Provide support for staff grading, performance pay and academic promotion reviews for all South Kensington based academic staff, staff, performance pay reviews, academic promotion reviews, including organisation of panel meetings, documentation, and participation on panels, where appropriate.
• To be an active member of relevant working groups and committees and represent and promote the Department to ensure that issues are raised appropriately and acted upon accordingly.
• Undertake relevant training to keep informed of current issues, policies, procedures and legislation.
• To engage in such other activities as are consistent with the key responsibilities of the post at Departmental or College level, as directed by the Department Operations Manager and in consultation with the Deputy Head of Department.

Essential requirements

• Substantial hands-on experience in a similar or related role, demonstrating development through involvement in a series of progressively more demanding work/roles.


• Experience in project management.


• Previous experience of working in a research or academic environment.


• Experience of recruitment and selection process and procedures and interviewing.


• Ability to work under pressure to meet deadlines, both prescribed and self- imposed, while maintaining a high level of accuracy.


• Dealing with a variety of professionals and staff at all levels.

Further information

This is a full time, fixed term position for 12 months, covering a maternity leave. You will be based at South Kensington Campus.

Should you require any further details on the role please contact: Mrs Geetika Masters (g.masters@imperial.ac.uk)

Hybrid working may be considered for this role and the role holder may be expected to work 60% or more of their time onsite, with 40% the minimum time spent onsite.  The opportunity for hybrid working will be discussed at interview.

Documents

• Job Description Executive Assistant.pdf