Systems and Operations Assistant

Are you an organised and proactive administrator looking to build your career in operations, systems and project support?

We are looking for a Systems and Operations Assistant to join the Communications Division at Imperial College London. Working closely with the Operations and Resource Officer and Creative Services Manager, you will play a key role in supporting projects, systems, resources and business operations, helping to ensure the smooth delivery of communications activity across one of the world's leading universities.

As our Systems and Operations Assistant, you will provide essential operational and administrative support across the Communications Division.

You will:

• Coordinate meetings, prepare agendas and minutes, and track actions to support effective decision-making and project delivery.
• Support project workflows, maintaining records, timelines and status updates across a range of communications activities.
• Assist with resource scheduling and help monitor project progress, highlighting potential issues and delays.
• Support procurement and finance activities, including raising purchase orders, processing invoices and maintaining expenditure records.
• Assist with recruitment, onboarding and training administration for staff, freelancers and casual workers.
• Maintain records and documentation within SharePoint and Microsoft 365 environments.
• Provide first-line support for communications systems, digital asset management platforms and other business systems used across the Division.
• Help manage supplier, contract and equipment records, ensuring information remains accurate and up to date.
• Act as a helpful first point of contact for operational queries, providing excellent customer service to colleagues and stakeholders.

We are seeking a highly organised and enthusiastic individual who enjoys supporting colleagues, improving processes and keeping operations running smoothly.

You will bring:

• Experience providing administrative support in a busy office or organisational environment.
• Strong organisational skills and the ability to manage multiple tasks and competing priorities.
• Excellent attention to detail and accuracy when managing information and records.
• Experience using Microsoft 365 applications including Outlook, Word, Excel and Teams.
• Strong interpersonal and communication skills, with the ability to build positive working relationships.
• A proactive and customer-focused approach to solving problems and supporting colleagues.
• The ability to work independently while also contributing effectively as part of a team.
• Experience working with digital asset management systems, metadata and taxonomy structures, or a willingness to develop expertise in these areas.
• A genuine interest in learning new systems, processes and ways of working.
• The opportunity to start or develop your career at a world-leading university and contribute to our mission to use science for humanity.
• A varied role with exposure to operations, project coordination, systems administration, finance and HR processes.
• Opportunities to develop specialist skills in digital systems, workflow management and communications operations.
• Access to excellent training and professional development opportunities.
• A sector-leading benefits package including 43 days' annual leave and generous pension arrangements.
• Hybrid working options from day one.
• Access to a comprehensive range of staff benefits, wellbeing initiatives and staff networks.
• A welcoming, collaborative and inclusive working environment where your contribution will make a real difference.

The Communications Division is responsible for protecting and enhancing Imperial's reputation, communicating the impact of our teaching, research and innovation, and supporting engagement with key audiences across the College and beyond.

This is a full-time, open-ended position based at White City Campus with hybrid working available.

This role would particularly suit someone looking to develop a career in operations, project support, systems administration or business management within a large and complex organisation.

For informal enquiries about the role, please contact Tabitha Pearson-Moore: t.pearson-moore@imperial.ac.uk