View Vacancy — Postgraduate Co-ordinator (Maternity Cover) LMS 1693

Open Date 12/10/2021, 16:00 Close Date 31/10/2021, 23:55 Research Institute MRC London Institute of Medical Science Research Institute / Unit Information

The London Institute of Medical Sciences (LMS) is a Medical Research Council funded research institute at the Hammersmith Hospital campus (London W12) of Imperial College London, with around 400 biomedical researchers undertaking multidisciplinary and internationally-competitive science.

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Band MRC – 5 Location London Salary £25,798 – 27,501 plus London allowances (£3,727 & £1,402) per annum Contract Type Fixed Term Job Type Administration & Management Full Time / Part Time Full Time Contract Length 6 months with possibility of extension, start date 11 Jan 2022 Job Description

Duties and responsibilities

  • The Postgraduate Training Co-ordinator works closely with the Director of Postgraduate Studies to manage and review all aspects of higher degree registration within the Institute
  • Development and implementation of standard procedures to monitor performance and to promote good practice in research degrees, based on MRC and Imperial College policies and guidelines
  • Administration of the LMS’s annual student recruitment programme including advertisement, receipt and acknowledgement of applications, taking up of references, organisation of interviews and administration of allocation
  • Oversight of research student registration in conjunction with Imperial College Registry
  • Registration of new students with RCUK Shared Services Centre, updating and monitoring students’ status and payroll to ensure accurate records are kept in Oracle
  • Coordination of the annual October induction process for Postgraduate students, including presentations to the new students, updating of the Institute’s Postgraduate Guidelines, and administering the Lecture Series
  • Maintaining a departmental student database and electronic student files
  • Monitoring each student’s academic assessment milestones, including administration of the student seminar series and completion of English tests and Professional Skills Development courses
  • Primary point of contact for all students with queries or concerns, including security cards, library access, HR, finance, travel, or academic requirements
  • Producing reports and statistics on the postgraduate training programme for the bi-annual Imperial College review process, MRC Quinquennial review, annually for MRC Head Office on the Je-S reporting system, and as required by Finance, HR or the Director
  • Administration of summer student exercise, including undergraduate student recruitment, allocation and payment. Arranging demonstrations, and final seminar day
  • Management of the student job programme within the LMS with the laboratory equipment manager
  • Act as Awards Officer for Disabled students with MRC funding, working closely with Imperial College Disability Advisory Services to support the students, including ordering materials and funding assessments and training
  • Person Specification

    Education / Qualifications / Training required (will be assessed from application form):


  • At least 2 “A” Levels at grades A to C or equivalent experience
  • Desirable:

  • Educated to graduate level or equivalent
  • Knowledge and experience ( will be assessed from application form and at interview):


  • Experience of education administration
  • Experience of working in a customer service environment, and of dealing successfully with internal and external stakeholders
  • Experience of organising events and meetings
  • Excellent verbal and written communication skills with a good command of the English language
  • Desirable:

  • Experience in issue resolution
  • Use of Oracle software
  • Experience of contributing to team debate in order to help identify future opportunities and team development 
  • Personal skills/behaviours/qualities and competences (will be assessed at the interview):


  • Proven administration skills
  • Proven high level customer service skills
  • An ability to maintain accurate, detailed records with proper regard to confidentiality
  • An ability to use initiative
  • Proven ability as a flexible team member who can also work independently
  • A good telephone manner and the ability to communicate with a wide range of people; ability to respond to queries in a friendly, positive and helpful manner
  • An ability to work under pressure whilst maintaining a high degree of accuracy, working in an environment where there are constant interruptions
  • A high degree of tact and diplomacy
  • Good interpersonal and influencing skills
  • Excellent organisational and time management skills, with the ability to plan, prioritise and organise resources effectively so that both short and long term targets are met
  • Attentive to detail
  • Good IT skills, including proficiency in all aspects of MS Office software i.e. advanced Outlook, Word (including mail merge and formatting), Excel, PowerPoint and Adobe Acrobat Professional
  • Good numerical skills and the confidence to undertake financial duties
  • Ability to use feedback in order to develop improvements to administrative services
  • Ability to manage own workload and to work independently, as well as working in a positive and enthusiastic manner as part of a team
  • Ability to develop and encourage cross-functional working relationships
  • Ability to learn through work
  • Desirable:

  • Ability to support teams and to encourage inter-team working
  • Additional Personal Attributes:

  • Enthusiastic and highly motivated
  • Flexible and innovative approach to work
  • Willingness to undertake any necessary training for the role
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