Job Description
Department/Division/Faculty: / Safety
Campus location: / South Kensington
Job Family/Level: / Professional Services Family 2b
Responsible to: / Information Systems Officer
Line Management responsibility for: / N/A
Key Working Relationships (internal): / Biological and Radiological team, Faculty and Departmental Safety Officers, Principal Investigators, Staff and students.
Key Working Relationships (external): / Governing bodies: Health and Safety England, Public Health England
Contract type: / Fixed term contract
Purpose of the Post
To provide administrative support to the Biological Safety Officers and liaise with local safety officers. Monitor RADAR (database) alerts and organise the annual review of all Bio Risk assessments. General administrative duties depending on activities throughout the year.
Key Responsibilities
Risk Assessment Database And Register (RADAR) management
· To check daily RADAR alerts, send updates or new applications to Biological Safety Officers or Local Safety Officer to be reviewed and/or approved.
· To upkeep the shared team Approval Status spreadsheet. Adding new entries and updates, recording at what stage of the review and approval the application is at.
· To update RADAR with the packaged approved documents and record the consent details obtained from the consent certificate.
· To close out or transfer projects via RADAR. Setting up PI Delegates to use RADAR to make updates and assisting where required to aide users making new entries and updates.
Annual Review of all work involving Genetic modification
· To send out the annual review by email to the PIs with reminders and deadline dates automated in the email.
· To output reports after deadline date and check for non-responders. Follow this up with further reminders and keeping the Safety Officer informed when they need to check progress with the PI.
Personal Dosimetry
· To distribute and collect dosimetry badge for South Kensington, Silwood Park and St Mary’s campuses.
· To place orders on external providers database for new staff to receive body dosimeters or finger extremities. Ensure staff receive this before work begins with correct instructions.
· To send out monthly and quarterly dosimeters to Radiation Protection Supervisors to distribute to users in their groups. Returned dosimeters need to be collated and registered on the database and returned to external providers for analysis.
General Administrative duties
· To distribute and maintain records for clinical waste tags college wide.
· To prepare course material or certificates if/when required.
To provide customer care to College staff external to Safety. To provide administrative support to colleagues in the Safety department.
Other Duties
· Any other duties commensurate with the grade of the post as directed by line manager / supervisor
· To observe and comply with all College policies and regulations, including the key policies and procedures on Confidentiality, Conflict of Interest, Data Protection, Equal Opportunities, Financial Regulations, Health and Safety, Imperial Expectations (for new leaders, managers and supervisors), Information Technology, Private Engagements and Register of Interests, and Smoking.
· To undertake specific safety responsibilities relevant to individual roles, as set out on the College Website Health and Safety Structure and Responsibilities page (http://www3.imperial.ac.uk/safety/policies/organisationandarrangements).
Job descriptions cannot be exhaustive and the postholder may be required to undertake other duties, which are broadly in line with the above key responsibilities.
Imperial College London is committed to equality and valuing diversity.
Person Specification
Requirements
Candidates/post holders will be expected to demonstrate the following / Essential (E)/
Desirable (D)
Education
Good level of education, minimum of A ‘Level or equivalent experience / E
Experience
Previous Administrative experience, preferably in a Higher Education environment / E
Knowledge
Working knowledge of a range of computer-based procedures and software packages, including Microsoft Office (Word, Excel, Access and Outlook) / E
Interest or working knowledge in science / D
Skills & Abilities
Excellent organisational skills, good time management and ability to work to deadlines / E
A high level of accuracy and consistent attention to detail / E
Ability to handle highly confidential information with tact and discretion / E
Ability to perform effectively under pressure and prioritise accordingly with excellent personal organisation and time management / E
Experience of assessing and responding to non-routine work situations / E
Effective interpersonal skills across all levels, both written and verbal / E
Proven organisational skills and ability to plan ahead, set priorities and work to deadlines / E
Proven ability to use initiative and work without supervision / E
Willingness to undertake any necessary training for the role / E
Please note that job descriptions cannot be exhaustive and the post-holder may be required to undertake other duties, which are broadly in line with the above key responsibilities.
Imperial College is committed to equality of opportunity and to eliminating discrimination. All employees are expected to follow the 7 Imperial Expectations detailed below:
1) Champion a positive approach to change and opportunity
2) Encourage inclusive participation and eliminate discrimination
3) Communicate regularly and effectively within and across teams
4) Consider the thoughts and expectations of others
5) Deliver positive outcomes
6) Develop and grow skills and expertise
7) Work in a planned and managed way
Employees are also required to comply with all College policies and regulations paying special attention to:
· Confidentiality
· Conflict of Interest
· Data Protection
· Equal Opportunities / · Financial Regulations
· Health and Safety
· Information Technology
· Smoking / · Private Engagements and Register of Interests
They must also undertake specific training and assume responsibility for safety relevant to specific roles, as set out on the College Website Health and Safety Structure and Responsibilities page.
The College is a proud signatory to the San-Francisco Declaration on Research Assessment (DORA), which means that in hiring and promotion decisions, we evaluate applicants on the quality of their work, not the journal impact factor where it is published.For more information, seehttps://www.imperial.ac.uk/research-and-innovation/about-imperial-research/research-evaluation/
The College believes that the use of animals in research is vital to improve human and animal health and welfare. Animals may only be used in research programmes where their use is shown to be necessary for developing new treatments and making medical advances. Imperial is committed to ensuring that, in cases where this research is deemed essential, all animals in the College’s care are treated with full respect, and that all staff involved with this work show due consideration at every level.
http://www.imperial.ac.uk/research-and-innovation/about-imperial-research/research-integrity/animal-research/
Committed to equality and valuing diversity, we are an Athena SWAN Silver Award winner, a Stonewall Diversity Champion, a Disability Confident Employer and work in partnership with GIRES to promote respect for trans people.
January 2018