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									Application pack




Graduate School Assistant

Research & Graduate School Support

Research Management Directorate

G4/RTR/937/12-MM


Contents
 Explanatory notes, including application procedure.
 Further particulars, including:
 • Information about King’s College London, and the post;
 • Job description;
 • Person specification;
 • Summary of the terms and conditions of service.




                                                            Template version: February 2012
Explanatory notes
Please read carefully before completing the application form
Thank you for your enquiry regarding a post at King’s College London. Enclosed is a set of further
particulars for this post. These comprise: a job description and person specification; general
information about the College, School and Department; as well as the main terms and conditions of
the post.

Application procedure
Should you wish to apply for this position, please send the following:

 a completed Standard four-page application form and Equal opportunities monitoring form
  (CTRL + click the link)

You may include a curriculum vitae as well, but not in place of the application form.


To email: recruitmentteam4@kcl.ac.uk


Applications should be made electronically in Word or PDF format.

Please ensure you quote reference number G4/RTR/937/12-MM on all correspondence.

For an informal discussion of the post please contact Jennie Eldridge (up until 3 Sept) or Nicola
Sainsbury on 020 7848 3376 or 3386, or via email at jennie.eldridge@kcl.ac.uk or
nicola.sainsbury@kcl.ac.uk


Closing date: 23 September 2012

Interviews will be held during the week beginning 1st October 2012.


Please advise your referees that they may be contacted and asked to provide a reference at short
notice.




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Equal opportunities
King's College London recognises that equality of opportunity and the recognition and promotion of
diversity are integral to its academic and economic strengths. The following principles apply in
respect of the College’s commitment to equality and diversity:
 To provide and promote equality of opportunity in all areas of its work and activity;
 To recognise and develop the diversity of skills and talent within its current and potential
  community;
 To ensure that all College members and prospective members are treated solely on the basis of their
  merits, abilities and potential without receiving any unjustified discrimination or unfavourable
  treatment on grounds such as age, disability, marital status, pregnancy or maternity, race, religion
  or belief, sex, sexual orientation, trans status, socio-economic status or any other irrelevant
  distinction;
 To provide and promote a positive working, learning, and social environment which is free from
  prejudice, discrimination and any forms of harassment, bullying or victimisation;
 To promote good relations between individuals from different groups.

Applicants with disabilities
King's College London is keen to increase the number of disabled people it employs. We therefore
encourage applications from individuals with a disability who are able to carry out the duties of the
post. If you have special needs in relation to your application please contact the Human Resources
Advisor responsible for the administration of the post.

Travel expenses
The College normally reimburses reasonable travel costs to and from interview within the United
Kingdom. Regrettably, only limited contribution to travel costs for applicants from outside the UK
may be available. Please contact the Head of Department before making your reservation.

Response
We very much regret that due to limited resources and the large number of applications we currently
receive, we are only able to inform short listed candidates of the outcome of their application.
  If you do not hear from us within four weeks of the closing date, please assume that you have been
unsuccessful on this occasion. We would like to assure you, however, that every application we receive
is considered in detail and a shortlist only drawn up after careful reference to a detailed person
specification.
  If therefore, your application is not successful, we hope that you will not be discouraged and will
still apply for other suitable vacancies at King’s College London as and when they are advertised.

Thank you for your interest in King’s College London.




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Further particulars
The College
King’s College London is one of the top 30 universities in the world (2011/2012 QS international
world rankings), the Sunday Times 'University of the Year 2010/11' and the fourth oldest in England.
A research-led university based in the heart of London, it has nearly 23,500 students (of whom nearly
9,000 are graduate students) from 150 countries and approximately 6,000 employees.
  King’s has an outstanding reputation for providing world-class teaching and cutting-edge research.
In the 2008 Research Assessment Exercise for British universities, 23 departments were ranked in
the top quartile of British universities; over half of our academic staff work in departments that are in
the top 10 per cent in the UK in their field and can thus be classed as world leading. The College is in
the top seven UK universities for research earnings and has an overall annual income of nearly £525
million.

There are nine Schools of Study:
 Arts & Humanities
 Biomedical Sciences
 Dental Institute
 Institute of Psychiatry
 Law
 Medicine
 Natural & Mathematical Sciences
 Florence Nightingale School of Nursing & Midwifery
 Social Science & Public Policy

King's has a particularly distinguished reputation in the humanities, law, the sciences (including a
wide range of health areas such as psychiatry, medicine, nursing and dentistry) and social sciences
including international affairs. It has played a major role in many of the advances that have shaped
modern life, such as the discovery of the structure of DNA and research that led to the development of
radio, television, mobile phones and radar. It is the largest centre for the education of healthcare
professionals in Europe; no university has more Medical Research Council Centres.

The Directorate
This role is based within the Research & Graduate School Team which is part of the newly established
Research Management Directorate. The Directorate works in partnership with the academic
community to realise the research aspirations of the College. These include: maximising research
income, developing researchers, and creating an environment which nurtures world class research
and scholarship and delivers a high quality doctoral experience.
The Research Management Directorates provides comprehensive research management and
administration. It comprises central functions in the areas of contract negotiation, enterprise support,
intellectual property management, MTA/CTAs, EU Office, audit and compliance, Graduate School
support, College Research Ethics Committee, support to the College Research Committee, and
research policy support. In addition, three Campus Offices (Strand, Guys, & Denmark Hill) hosting
School-facing teams are being established.

The Department
The primary focus of the Graduate School Support Team within the Research and Graduate School
Support team is to manage, administer and provide College level support for strategic developments
in the following areas:
1. Support for postgraduate student experience, including induction for research students, feedback,
    advice, resources and facilities, marketing and promotion of Graduate School and postgraduate
    studies, represent Graduate School and postgraduates internally and externally


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2. Support for New PGR projects and initiatives identified by Director, Graduate School, Vice-
   Principals, other areas of the College
3. Postgraduate funding, including internally and externally funded schemes, Research Council
   studentships & Doctoral Training Centres
4. Postgraduate research business processes, including developing and defining business processes
   and internal systems to facilitate the management of postgraduate research students
5. Governance and regulatory matters, including service relevant College committees, developing,
   implementing and monitoring policy

The Post
This post is designed to provide administrative support to the work of the Graduate School Support
Team in the management of postgraduate funding opportunities, a key element of the College’s
recruitment strategy, and student experience initiatives for postgraduates on behalf of the Graduate
School and College.

The Graduate School Assistant will provide key administrative support for these areas, assisting with
all areas of the work and acting as the central point of contact for students and academic departments
within King’s. As part of the role the Graduate School Assistant will work closely with colleagues in
other sections of the Graduate School, Research Management Directorate and Students &
Educational Support Directorate.

The post will be based initially at the Waterloo Campus; however, it is a requirement of employment
that the post holder be prepared to work at any additional or different location owned or served by
the College either on an on-going or temporary basis after due consultation.




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Job description
Post title                             Graduate School Assistant

Department/Division/Directorate Graduate School Support Team / Research & Graduate School Team
                                / Research Management Directorate

Grade                                  4

Responsible for                        N/A

Responsible to                         Graduate School Administrator


Role purpose

To provide administrative support to the Graduate School Support (GSS) Team, with a particular
focus on College postgraduate funding opportunities and student experience initiatives on behalf of
the Graduate School and College.


Role outline - main responsibilities

Key objectives
 Responsible for managing graduateschool@kcl.ac.uk email account and other generic email
  accounts owned by the team.

 Responsible for moderating circular emails to the three postgraduate College global email lists.

 Organise meetings on the behalf of colleagues within GSS.

 Provide office administration to the GSS, including ordering of stationery and equipment,
  processing of invoices and expense claim forms, dealing with basic queries and referring more
  complex queries to relevant colleagues.

 Responsible for receipt and filing of PGR student external examiner reports.

 In conjunction with the Graduate School Support Administrator (Studentships & Communication),
  provide event organisation support.

 In conjunction with the Graduate School Support Administrators, maintain entries within the
  Postgraduate Funding Database.

 Provide clerical/administrative support for annually run studentship competitions as required.

 Provide clerical/administrative support to the Graduate School Support Manager for the UK
  operation of the Thouron Awards (University of Pennsylvania scholarship scheme), including
  maintaining contact lists, organising events and assisting with selection interviews as required.

 As directed by Graduate School Support Manager, provide support for inputting Research Council
  funded student records via the Research Councils UK Joint Electronic System (Je-S).

 Attendance at postgraduate related events as required.




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Communication & networking
 Act as one of the main point of contacts for the GSST via the generic email account –
  graduateschool@kcl.ac.uk, telephone and in person where necessary.
 Distribute information and relevant documentation to staff and students and answer queries
  relating to postgraduate student matters.
 Liaise with other professional services departments across the College.
 Liaise with academic Schools and departments across the College regarding postgraduate student
  matters.
 Communicate decisions to all funding applicants, which will involve a variety of responses
  depending on the outcome of the selection and a variety of methods e.g. email, letter, telephone, in
  person.
 Assist in the production of material, such as, posters, letters, circular emails to advertise and
  promote schemes and activities both for the internal and external markets.
 Support the work of the Graduate School funding selection panels and meetings.
 Attend and participate in a variety of internal team meetings as well as other working groups and
  forums as appropriate.

Decision making, planning & problem solving
 Plan day-to-day work loads against set deadlines and key stages of procedures set by the line-
  manager or head of section.
 Follow College guidelines and procedures regarding the moderating of the three postgraduate
  global mailing lists; and decide whether to approve or reject emails submitted for circulation.
 Work with colleagues on existing and new initiatives and assist with planning, trouble-shooting,
  structuring and re- structuring of processes.
 Be prepared to use a degree of trouble shooting when circumstances require it e.g. when office
  equipment fails.
 Provide cover for absent members of staff, as required.

Service delivery
 Provide full clerical and administrative support to the Assistant Registrar (Graduate School
   Support Manager).
 Actively participate in the promotion of Graduate School schemes and activities, contributing
   towards the strategic aim of improving the postgraduate experience.
 Manage the Graduate School generic email account, and other generic accounts as required.
 Act as main moderator for the College global email lists for postgraduate students (all PGs, all
   PGTs, all PGRs).
 Undertake specific administrative duties such as processing invoices, ordering equipment etc.
 Provide administrative support to working groups as required.
 Refer complex queries submitted via the Graduate School generic email account to relevant staff
   members across the College.
 Respond to requests for information from staff and students in accordance with College policies.

Analysis & research
 Ability to produce and maintain large and diverse data sets.
 Research and maintain contacts listings for promotion of events, schemes and funding, both
  internally and externally.
 Ability to use the College’s student record system SITS to extract data as appropriate.
 Review and input into existing procedures, making suggestions for changes as appropriate.
 On an annual basis review and amend, where necessary, business processes relating to work loads
  to ensure efficiency.
 Keep abreast of issues relating to postgraduate students, in particular issues relating to funding
  opportunities and regulatory changes that might impact on existing procedures.



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Team work, teaching & learning support
 Contribute as an active member of the Graduate School Support Team, central Graduate School
  team and Research Management Directorate as a whole.
 Provide mutual support and explanations of administrative systems and procedures to other
  members of the Graduate School Support team.
 Contribute to College-wide promotion of Graduate School activities.
 Undertaking specific duties such as moderating global email lists for postgraduate students across
  the College, preparing general promotional and guidance materials for Graduate School activities,
  and in particular funding competitions.
 Other ad hoc duties as required by the Assistant Registrar (Graduate School Support Manager)
  and/or head of section.

Sensory/physical demands & work environment
 Balance the pressure of demands and competing deadlines.
 Ensure compliance with the Health and Safety guidelines of King’s College London.
 Complete the College's annual online fire-safety training.
 Ensure that strict confidentiality in relation to applications, for funding and other key initiatives, is
  maintained at all times.
 Demonstrate good listening and accuracy skills when dealing with enquiries and passing on
  messages to staff and students.
 Able to work in an environment where regular interruptions, from visitors and telephone calls, are
  the norm.

Specific Aspects - indicate frequency D (daily), W (weekly), M (monthly) where
applicable:
 Intensive Display Screen Equipment work         D   Direct patient contact involving exposure prone
 (eg. data entry or digital microscopy):             procedures (EPP):

 Heavy manual handling:                              Direct patient contact, no EPP

 Highly repetitive tasks (eg. pipetting or re-       Work with patient specimens (eg. blood or tissue
 shelving books):                                    samples):

 Shift work, night work or call-out duties:          Work with GM organisms or biological agents
                                                     that may pose a hazard to human health:

 Work involving risk of exposure to                  Hazards which require health surveillance eg.
 environmental or human pathogens (eg in             respiratory sensitisers (allergens, substances with
 waste streams or soils):                            risk phrase R42, wood dust etc) or loud noise:

 Driving vehicles on College business:               Food handling or preparation:

 Work at height (eg. ladders, scaffolds etc)         Work in confined spaces (eg. sump rooms, etc)

Pastoral care
 Awareness of the support services available across the College for postgraduate students, and an
  understanding of when to refer an issue to another member of staff.
 Provide supportive advice for student and staff enquiries relating to postgraduate student issues,
  in particular, on issues of funding and financial circumstances.
 Expected to deal sensitively with postgraduate students and other staff that are obviously upset or
  in distress.
 Support colleagues as and when required.




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Organisational chart
                                                                      Head, Research &
                                                                   Graduate School Support




                               Graduate School                                       Research Support &
                                Support Team                                         Research Ethics (not
                                                                                           shown)




Graduate School Support         Senior Financial     Graduate School Data
       Manager                 Administrator (PG        Administrator
                                Studentships &
                                  Bursaries)



                   Graduate School
                     Administrator
                    (Studentships &
                   Communications)



                                   Graduate School
                                      Assistant




                    Graduate School
                     Administrator
                (Studentships & Quality
                      Assurance)




Special requirements
 You will be required to work irregular hours in accordance with the needs of the role.
 Information of a confidential nature must be kept strictly confidential and should never be
  disclosed either inside or outside work. It should be noted that breach of confidentiality is a serious
  offence which may lead to dismissal.

General
All staff are expected to adhere to King’s policies and procedures.

Date
17 August 2012

Please note
This job description reflects the core activities of the role and as the College and the post-holder
develop there will inevitably be changes in the emphasis of duties. It is expected that the post-holder
recognise this and adopt a flexible approach to work and be willing to participate in training.
  If changes to the job become significant, the job description should be reviewed formally by the
post-holder and line manger. The Human Resources department should then be consulted as to the
implications of the proposed changes.



                                                                                                            Page 9
Person specification
Eligibility to work in the United Kingdom
International applications will be considered for this position. If you do not have permission to enter,
remain and work in the United Kingdom you will need to pass a points-based immigration
assessment. Before you apply for this job you must ascertain whether you have sufficient points to
qualify under Tier 1 (Post study work) and/or Tier 2(General) schemes1. If you do not have sufficient
points please do not apply as you will not be granted permission to enter the United Kingdom. Click
on the following link to the points calculator: Border & Immigration Agency Points-based calculator.
  At the interview you will be asked to furnish the panel with the details of the route (Tier 1 (Post
study work) and/or Tier 2 (General) you would be eligible to follow. Please note that should you have
sufficient points this does not mean your application will be successful. In the event your application
is successful there is no guarantee that your application for a visa will be granted, in which event the
offer will be withdrawn.

                                                                        E      D
Criteria                                                                S      E
                                                                                     HOW IDENTIFIED
                                                                                     AND ASSESSED
                                                                        S      S
                                                                        E      I     AP     Application
                                                                        N      R
                                                                        T      A
                                                                                     AS     Assessment
                                                                        I      B     I      Interview
                                                                        A      L     P      Presentation
                                                                        L      E     R      References

Education/qualification and training
Good standard of general education eg A level or equivalent              Y
Degree                                                                          Y
Knowledge/skills
Excellent IT skills including database systems, spreadsheets and
                                                                         Y
word processing
Knowledge of website packages e.g. content management systems                   Y
Effective oral/written communication skills                              Y
Basic numeracy                                                           Y
Organisational skills                                                    Y
Training/experience in developing and managing a database                       Y
Experience
General administrative/clerical experience                               Y
Experience of working in higher education environment                           Y
Experience/understanding of minute taking                                       Y
Personal characteristics/other requirements
Accuracy and attention to detail                                         Y
Flexible approach to work                                                Y
Ability to relate to staff and students                                  Y
Ability to work under pressure and to tight deadlines                    Y




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1There are two classifications – Tier 1 (Post study work) and Tier 2 (General). Highly skilled migrants are
encouraged to apply under the Tier 2 route, however this is dependent on King’s College London at its sole
discretion issuing you with a Certificate of Sponsorship.




                                                                                                         Page 11
Summary of terms and conditions of service
This appointment is made under the King’s College London Terms and Conditions of Service for Non-
Clinical Academic staff, a copy of which is available from the Human Resources department on
request.

Period of Appointment      Open ended

Probation                  Six months

Salary                     £22,475 – £25,251 per annum,
                           plus £2,323 London allowance per annum

Annual leave               27 working days. Staff receive four additional closure days. Notification as
                           to how these days are taken is circulated at the start of the academic year.

Superannuation
This appointment is superannuable under the SAUL (applicable for Grades 1 to 5) pension scheme.
Staff already superannuated under the NHS Superannuation Scheme may opt to remain in that
scheme provided an application to do so is received by the NHS scheme trustees within three months
of appointment to King’s College London. Alternatively staff may opt to participate in SERPS or take
out a personal pension. Please note that the College does not provide an employer's contribution
towards a private pension plan.
  The College operates PensionsPlus by which individuals increase their take home pay by reducing
their NI contributions. For staff who join either SAUL or USS pension schemes, you will
automatically be entered into PensionsPlus (provided you would benefit from doing so). As a result
your salary will be reduced so that you receive the PensionsPlus salary and a payment is made into
your pension scheme instead.
  NB - NHS Superannuation Scheme: Medical Schools are classed as “Direction Employers” and
some benefits of the NHS Scheme are not available to Direction members.
  For further information please contact Ms Pauline Job, Payroll & Pensions Manager, King’s College
London, James Clerk Maxwell Building, 57 Waterloo Road, London SE1 8WA.

Medical
All appointments to King’s are subject to Occupational Health clearance. Should you be offered this
post you will be sent an Occupational Health Questionnaire along with your contract of employment.
When the Occupational Health Department have evaluated your questionnaire and declared that you
are fit for appointment, your appointment will be formally confirmed.

Confidentiality
In the course of your work you may have access to personal or confidential information which must
not be disclosed or made available to any other person unless in the performance of your duties or
with specific permission from your Head of School/Department/Division. (In particular if your work
involves the handling of clinical samples and/or patient data, NHS policies for the maintenance of
security and confidentiality of NHS systems and data must be observed). Breaches in confidentiality
may lead to disciplinary action.

Training and Education
King’s College London recognises the importance of training in achieving its objective of pursuing
excellence in teaching, research and clinical practice through the activities of its staff. We are
committed to providing training for all members of staff so that they can perform their jobs effectively
and offering them opportunities for further development. Most training and development will occur
"on the job" and formal training opportunities are also available within King’s College London
associated hospitals trusts and through other external organisations.

Page 12
No Smoking Policy
King’s College London is committed to maintaining a healthy environment for staff, students and
visitors. Therefore, please note that smoking is not permitted in any of the College buildings or in
College vehicles. Smoking is also not permitted immediately outside the entrances to College
buildings or near to windows and air intake units. Staff working at associated NHS trust sites or other
premises should adhere to whatever policy is in place at these locations.




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