Operations & Systems Coordinator (Hybrid)

Imperial Enterprise; Greater London; Hybrid; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Hybrid working options from day one

Training and development opportunities

Staff benefits

Job summary

Imperial College London is seeking a Systems and Operations Assistant to join the Communications Division at White City Campus. You will provide essential operational and administrative support across projects, resources and business operations, helping to ensure smooth delivery of communications activity.

Hybrid working is available from day one. The role offers the chance to develop specialist skills in digital systems and workflow management within a large, world-leading university.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Organisational skills

Multitasking

MS 365

Outlook

Word

Excel

Teams

Communication skills

Problem solving

Teamwork

Tools

SharePoint

Microsoft 365

Metadata

Taxonomy structures

Job description

Imperial College London is seeking a Systems and Operations Assistant to join the Communications Division at White City Campus. You will provide essential operational and administrative support across projects, resources and business operations, helping to ensure smooth delivery of communications activity.

Hybrid working is available from day one. The role offers the chance to develop specialist skills in digital systems and workflow management within a large, world-leading university.