Office Coordinator, UK
- Full time opportunity
- 1 year, fixed term contract (with a view to permanent)
- Respected global research organisation
- Make an impact on global health outcomes
The George Institute is 800+ people around the world, all focused on improving the health of millions of people worldwide. As a medical research institute affiliated with leading universities and with projects in approximately 50 countries, we are challenging the status quo in healthcare to:
- Find better treatments for the world's biggest health problems
- Transform primary health care to support better health for more people
- Harness the power of communities, governments and markets to improve health
Our innovative commercial enterprises help maximise our impact. Please visit 'what we do' to read more about how we are addressing the world's biggest health problems.
We have a new and exciting opportunity for an Office Coordinator to join our growing organisation.
The George Institute UK (TGI UK) is a small and growing team of ~15 people – researchers, students, and professional support staff – based in offices on the Imperial College London (ICL) campus at White City in London. The TGI UK teams comprises staff from The George Institute in the UK and staff from George Health Enterprises in the UK, who have agreed to come together to shares offices within the ICL campus.
The Office Coordinator role ensures the smooth day-to-day running of the George Institute offices and provides team assistance to the TGI UK team. Working across the whole team, but in particular with the senior leaders of TGI UK, the incumbent will be responsible for senior level admin support and broader office management oversight.
Duties and Key Responsibilities
- Provide administrative support to the Executive Director, UK:
- Assist with the preparation of presentations, reports, grant applications and publications
- Prepare, provide support, and attend various meetings, as required by the Executive Director UK
- Maintain and update the Executive Director UK curriculum vitae, list of publications and other academic contributions on program and portfolio management system
- Oversee the organisation and management of the UK office:
- Manage incoming enquiries, emails and requests for information relating to the UK office
- Assist with travel arrangements, financial payments, budget monitoring and expense reimbursements
- Liaise with outsourced UK Accountants (and Global Finance Team) to support bookkeeping responsibilities. This would include tasks such as:
- management approvals for payments
- forwarding invoices to accountants
- Implement appropriate filing and other office procedures to facilitate highly organised and smoothly functioning teams (including electronic file management for the legal team)
- Generate execution versions of legal documents (once reviewed by the in-house counsel)
- Coordinate the signature and exchange of legal documents
- Liaise with and build effective working relationships and provide high level customer service with staff and external clients
- Assist new starters integrating and inducting them into the organisation
- Assist with straightforward IT requests and support liaising with the global IT support desk for new employee laptop set up, etc
- Assist with tracking holiday leave for the team
- Assist with administrative duties related building a team culture – i.e. organising office events
- Assist colleagues with office equipment needs
- Organise group meetings, including catering as required
- Liaise with ICL property management for matters regarding the tenancy
- Work closely with other administrative teams across the TGI offices and with colleagues at ICL to ensure smooth and effective workflow processes, task delegation, and ongoing achievement of identified tasks.
Skills, Knowledge and Experience
- An appropriate academic qualification, equivalent vocational qualification and/or experience in a similar administration / co-ordination role
- Experience dealing with colleagues and partners at all levels, and ideally internationally
- Excellent written and verbal communication skills
- Excellent planning and organisation skills
- Good knowledge of Windows software
- Experience and appreciation of the need for confidentiality when required
- Consistent record in using Excel, Word, PowerPoint etc.
- Ability to work independently, and as part of a team
- A high degree of confidence and tact / subtlety to interact with all levels of staff and with students
- Experience running premises / facilities, and experience working in a research / academic environment or distributed team
For more information, please see the Position Description here.
The closing date for applications is Wednesday 15th September 2021. We do, however, reserve the right to close this vacancy early if a suitable candidate is found.