Operations, Data and Planning Officer

About the role

The Operations, Data and Planning Officer role is an exciting opportunity to play a key part in the running of a busy and fast paced International Relations Office. This role sits within the Strategic Engagement Division and will play a key part in strengthening office operations, data management and planning insights functions across the International Relations Office and building collaboration across the wider division.

What you would be doing

In this role, you will drive the efficient running of the International Relations Office (IRO) by managing office operations (information dissemination, meetings, diary management, ICT, HR), the IRO budget (including monitoring, financial control, forecasting, planning round, and policy development), managing the CRM database (design, data management, training, cleansing), and developing data sources for the IRO (Power BI), while providing support for delivery of frequent high-level visits and events.

Your responsibilities will include:

• Managing the essential operations of the IRO, including ICT, HR, Finance, meeting support, and diary management.
• Taking responsibility for and develop the IRO's internal planning processes, maintaining a weekly (or periodic) activity grid that draws together updates from across the office into a reliable and well-maintained reference point for upcoming work, events, and key dates.
• Managing weekly team meetings to keep colleagues informed on operational and programme matters and connectivity with other Imperial internal teams.
• Taking full ownership of meeting administration across the IRO, preparing and circulating agendas and papers in good time, producing accurate minutes, maintaining a clear action log, and following up with colleagues to ensure agreed actions are progressed.
• Managing and developing the customer relationship management (CRM) software used by the IRO to record and manage contact details of key stakeholders, including supporting the creation of new databases for the Imperial Global Network.
• Organising IRO events on campus, including frequent visits from international stakeholders and delegations, sessions for summer placement students, and other international strategic events lead by other members of the IRO. This includes organisation of room bookings, transport, lab visits and catering.
• Remotely supporting the delivery of IRO events overseas. This may include sending and managing invitations, developing invitation lists, liaising with other internal teams for guestlist nominations and handling payments for local suppliers.

What we are looking for

This is an important operational position where you will use your excellent data management, organisational and communication skills to support the IRO team to deliver an important part of Imperial's strategy.

As a member of a 20-person team, and part of a wider Strategic Engagement Division, the Operations, Data & Planning Officer should welcome change and be prepared to work flexibly across different team activities as they will be expected to lead a wide range of administrative and operational business processes.

You should be able to demonstrate:

• Experience of using Microsoft packages (Outlook, Excel, Word).
• Experience of financial control and budget management.
• Experience of managing operations of a busy team or office.
• Experience of event organisation.
• Experience as a CRM Administrator (Microsoft Dynamics preferred).
• Experience of working within a HEI.
• An awareness of and sensitivity to other cultures.
• Understanding and respect for confidentiality, including the integrity and sensitivity of records.
• Understanding of financial control principles, including budget oversight, expenditure monitoring, and financial reporting within a professional or institutional setting.
• Initiative, enthusiasm and the ability to maintain a professional standard of work whilst contributing to a friendly and welcoming atmosphere.
• Excellent written and verbal…