• Full Time
  • Anywhere

Job Description

The Faculty of Natural and Mathematical Sciences has an exciting opportunity for a new Postgraduate Research Officer supporting Postgraduate Research (PGR/PhD) Students in the Department of Engineering. This is an opportunity for someone with an interest in a career in higher education and/or research environment. PGR Officer offers the chance to gain experience in a growing academic department in a role focussing on the support and administration of future researchers as they work towards their PhDs. About the Department & Faculty Recently re-founded, the Department of Engineering is rapidly expanding into a world-class research and teaching department. Research currently focuses on robotics, telecommunications and biomedical engineering, but we are looking to establish new research themes. We offer both undergraduate and postgraduate teaching, with a distinctive approach, combining both traditional teaching methods with modern, project-based learning, catering for the needs of our students and the industries in which they will work. As a new department we have invested in new laboratories and maker space at the centre of the Strand campus, with more dedicated labs under development. For more information: The Faculty of Natural, Mathematical & Engineering Sciences (NMES) comprises Chemistry, Engineering, Informatics, Mathematics, and Physics – all departments highly rated in research activities and a wide-ranging portfolio of education programmes. Supporting staff is important to us and we offer a range of provision including flexible working, caring support (including a Parenting and Carers Fund and the Carer’s Career Development Fund), training, and a variety of diversity and inclusion networks. Staff can apply for flexible working to help them balance the demands of their professional and personal commitments and we offer comprehensive leave policies for parental, adoption, surrogacy, dependant and shared leave. The university is making investment in NMES and both student and staff numbers are growing. Our staff come from over 45 countries and 56% of our students are from outside the UK. Principally located on the Strand Campus in the heart of central London, further details available at www.kcl.ac.uk/nms. About the Role You will be responsible for ensuring consistent management and delivery of research-degree provision through high quality administrative support. You will provide a professional, supportive, responsive and personable service incorporating front-line support as the first point of contact for students and academic staff, supporting processes across the whole academic cycle, ensuring accurate and timely record management across multiple systems. You will work closely with both academic and professional services colleagues within the Department and Faculty, as well as central University teams in Admissions, Registry Services and the Centre for Doctoral Studies. The role is varied, and you will undertake a range of administration supporting the student lifecycle processes from pre-enrolment activities, through induction and registration to graduation and beyond utilising systems and databases such as student records systems, virtual learning environments and financial reporting systems in accordance with best practice, ensuring consistency of data and identify and resolving issues. Key duties include maintaining accurate student records, ensuring the success of induction programmes, supporting student welfare and progression, administering studentships and Research Training Support Grant (RSTG) budgets in collaboration with the Departmental Coordinator, administering the departments’ Teaching Assistants engagement and training and other PGR student related administration. This post will be offered on a permanent contract This is a full-time post

Key responsibilities

  • Take responsibility for resolving students’ and academics’ enquiries, including face-to-face and via email, responding within agreed timeframes and escalating complex enquiries as appropriate.
  • Support the PGR Admissions Tutor in advertising available studentships, administering and tracking offers, organising interviews, and producing Funding Letters. 
  • Support prospective and incoming students with pre-enrolment activities and queries, induction activities and registration, signposting to and coordinating with University Admissions and Registry Services colleagues as needed. 
  • Support and monitor progression and assessment processes such as MPhil to PhD upgrade panels, thesis submission and viva voce examinations, ensuring they take place in line with university deadlines and regulations, meet Faculty and external requirements, highlighting upcoming deadlines, monitoring completion and providing organisational assistance where needed. 
  • Monitor budgets related to PGR student expenses, including Research Training Support Grant (RTSG) budgets. 
  • Support colleagues responsible for issuing invoices and student stipend payments by ensuring PGR student funding records are up to date. 
  • Maintain oversight of internal departmental funding schemes. 
  • Provide PGR data as requested, taking personal accountability for the data quality of student records, ensuring records are accurately maintained in accordance with the agreed retention schedules. 
  • Update Department PGR webpages and SharePoint. 
  • Support the Head of Department, PGR Senior Tutors and PGR Admissions Tutor in their roles to deliver an excellent student experience. 
  • Act as secretary for the PGR Staff Student Liaison Committee, and any other Departmental PGR committees. 
  • Maintain current knowledge of Faculty and College policies and procedures, disseminating as required. 
  • Actively participate in the development of processes through identifying and suggesting improvements based on user feedback. 
  • Build and maintain effective relationships with academic and professional services staff across Departments, Faculty, and the College. 
  • Demonstrate commitment to personal development through attending internal and external training opportunities, reviewing professional publications, and establishing personal networks. 
  • The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

    Skills, knowledge, and experience

    Essential criteria – Educated to degree level or equivalent experience

  • Strong IT skills with an excellent working knowledge of Microsoft Office packages including Outlook and Excel, and the ability to work on new systems 
  • Excellent written and oral communication skills including the ability to draft documents and correspondence and work with a broad range of stakeholders in a professional, approachable and assured manner 
  • Strong numeracy skills 
  • Excellent organisation and time management skills, with the ability to balance competing, shifting priorities under pressure of deadlines and workload 
  • Methodical, detail oriented and able maintain a high level of accuracy 
  • Self motivated, able to see tasks through to completion taking personal accountability
  • Comfortable with adapting to change and flexible in approach to work, with the ability to adapt standard processes to a variety of situations 
  • Proactive with the ability to work independently as well as delivering within a team 
  • Commitment to equality and diversity in the workplace 
  • Desirable criteria 

  • Experience working in Higher Education, ideally with PGR students or Researchers 
  • Experience in the use of databases, particularly student records systems (such as SITS), website content management systems or virtual learning environments 
  • Knowledge of SharePoint and other Microsoft systems available for improving processes 
  • Prior experience of working in a customer facing environment 
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