Job Description

Job Title: Global Summer School Assistant

Department/Division/Faculty: Commercial Operations / Finance, Operations and ICT Group
Campus/Location: South Kensington Campus
Job Family/Level: Professional Services Level 2b (Salary scales)
Responsible to: Global Summer School Manager
Line Management for: N/A
Key Working Relationships Head of Commercial Operations, Global Summer School
(Internal): Development Manager, Commercial Marketing Manager, College
Departments, Academic and Support staff, International Student
Recruitment Office, Events and Conferences team, Summer
Accommodation Team, Student Mentors, Finance, ICT
Key Working Relationships Global Summer School applicants and students, parents, teachers
(External): and advisors, external suppliers (event and coach companies, etc.)
Contract type: Full time and fixed term for 2 years
Purpose of the Post

To provide administrative support to contribute to the smooth running of the Imperial Global Summer
School on campus and/or remote programmes and to provide assistance to members of the team to
contribute to the overall goals of Commercial Operations and the Office of Financial Strategy. Additionally,
to support the team’s contribution to the overall goals of the International Student Recruitment team.

Key Responsibilities

International Global Summer School Administration – 95%

• To provide administrative support to contribute to the smooth running of the Imperial Global Summer
School
• To act as a first point of contact for prospective summer school students and their parents when
they visit, email or phone the office and to assist them in a timely and professional manner, making
use of all available resources and contacts in the College
• To oversee the Global Summer School email inbox and ensure that emails are responded to in a
timely fashion
• To assist with managing student applications to the programme ensuring that all necessary
documents are received and filed correctly and that decisions are recorded accurately on the
database and communicated to students in a timely fashion.
• Updating the Global Summer School website as required
• To contribute to the preparation and distribution of hard and soft copy marketing materials including
liaising with design and print companies and other marketing campaign initiatives as required
• To raise purchase orders and invoices on behalf of the Global Summer School, set up new suppliers
and ensure the timely payment and recording of incoming and outgoing payments.
• To contribute to the recruitment and training of Student Mentors, maintaining accurate records of
work and ensuring that staff are paid in a timely manner.
• To take responsibility for the organisation of logistical aspects of the academic and residential
programme and/or the digital programme including booking rooms, arranging tickets and
transportation, ordering equipment and testing online delivery platforms.

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 • To assist with the smooth set-up and delivery of the programme, preparing necessary
documentation and helping with running social and academic activities whilst the programme is
running
• To collect and analyse feedback on the programme and to suggest and implement improvements
for future events
• To manage small projects to support programme planning

Office administration – 5%

• Support the efficient functioning of the wider Commercial Operations team, and to support other
staff.
• To undertake routine filing and record keeping, data entry and other routine administrative tasks.
• To coordinate the taking, collation and circulation of agendas, minutes and papers of meetings of
Committees and working groups.
• To oversee the Global Summer School equipment (Lab coats, games and sports equipment etc.),
coordinating the loan and return of equipment, and replacements/repairs as required.
• To coordinate the Global Summer School digital programme’s resources and platforms
• To provide appropriate cover for colleagues in their absence.
• To undertake other duties as directed by line manager or senior staff.

Person Specification

Requirements Essential (E)/

Candidates/post holders will be expected to demonstrate the following: Desirable (D)
Education
A level of equivalent qualifications E
Graduate standard or equivalent D
Experience
Experience of working as a flexible team member, who can also work independently E
Experience of dealing successfully and positively with a wide variety of internal and E
external contacts
Experience of working with children and young people E
Experience of work relating to student recruitment E
Previous experience of working in a busy office environment E
Previous work on summer schools or short course programmes E
Knowledge
Knowledge of the structure and organisation of the UK higher education sector E
High levels of computer literacy including experience of using windows-based software E
The ability to organise complex information in an effective manner using manual and E
computer systems
Experience of working to tight schedules in a team environment E
Knowledge of and sensitivity to other cultures E
Skills & Abilities
Excellent interpersonal skills E
Excellent written and spoken English E
Good level of numeracy and ability to prepare statistical reports E
Accuracy and attention to detail E
Flexibility and a capacity to adapt to the changing demands of the job E
Problem solving skills and the initiative to resolve difficulties E
Ability to cope under pressure and to prioritise the workload E

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 Ability to work closely with colleagues at senior levels E
Willingness to speak and present in public E
Ability to organise complex information in an effective manner using manual and E
computer systems
Experience of working to tight schedules in a team environment E
Knowledge of and sensitivity to other cultures E

Further Information

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 Imperial Values & Behaviours framework. Our values are:
• Respect
• Collaboration
• Excellence
• Integrity
• Innovation

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.

As this post is exempt from the Rehabilitation of Offenders Act 1974, a satisfactory Disclosure and Barring
Service (DBS) check, at the appropriate level, will be required for the successful candidate. Further
information about the DBS disclosure process can be found at: http://www.homeoffice.gov.uk/agencies-
public-bodies/dbs/ or by telephoning 03000 200 190. You may also wish to view the College’s DBS webpage
for policy statements on the Recruitment and Employment of Ex-Offenders and the Secure Storage, Use,
Retention & Disposal of Disclosures and Disclosure Information.

We are committed to equality of opportunity, to eliminating discrimination and to creating an inclusive working
environment for all. We therefore encourage candidates to apply irrespective of age, disability, marriage or
civil partnership status, pregnancy or maternity, race, religion and belief, gender reassignment, sex, or sexual
orientation. We are an Athena SWAN Silver Award winner, a Disability Confident Leader and a Stonewall
Diversity Champion.

January 2023