Operational support at the Department of Dental Medicine and University Dental Clinic

Administrative Department

The Administrative Department is organised into four units.

• Finance Unit
• IT Unit
• HR Unit
• Service and Maintenance Unit

Administrative Manager

The Administrative Manager has overall responsibility for operational support within the Administrative Department.

She is also responsible for:

• coordinating work on operational planning and follow-up
• assisting with contractual issues
• coordinating work on environmental issues
• coordinating contingency and crisis plans
• reviewing budgets and financial statements
• acting as a contact person for writing positions

Communications

The communications officer provides strategic and operational expert support to managers and employees. Responsible for ensuring that communications are tailored to the target group and comply with KI's brand platform, language policy, communications policy and applicable web laws. The communications officer creates a common thread in all communication and ensures that KI's values, goals and vision are conveyed professionally and consistently across all channels.

For example, by:

• Ensuring that clear language is used as a natural part of both external and internal communication, so that all information is easily accessible and understandable to all target groups.
• Contributing to communication that is based on the brain's terms (NLP).
• Creating content and publishing it on KI's website, intranet and social media advertisements.
• Supporting managers and employees in packaging all messages in a clear and effective manner, both externally and internally.
• Work with image and film production and maintain, and if necessary, develop KI's graphic profile.
• Employer profiling.
• Crisis communication – prepare strategies and act quickly in the event of unforeseen events to minimise negative effects on the brand.
• Conduct internal and external surveys
• Contribute creative ideas with a focus on patients and users

Contact functional mailboxes:

Communication kommunikation@dentmed.ki.se

Finance Unit

The Finance Unit assists departments and clinics with:

• Budgeting, both for grant/assignment applications and for departments/clinics as a whole
• Follow-ups on the finances of departments/clinics together with department heads/clinic managers
• The financial aspects of grant and assignment agreements
• Requisitioning funds and reporting outcomes to financiers
• General financial issues relating to, for example, INDI, accounts, project codes, calculations, bookings, etc.
• Invoicing
• Manual payments, for example, ethics applications, reimbursement of patient fees
• Compliance; policies, procedures
• Setting up authorisations in UBW (not affiliated)
• For questions and travel bookings, please contact the department administrator

Contact functional mailboxes:

Supplier invoices are handled by the finance department ekonomiservice@ki.se.

Finance department ekonomi@dentmed.ki.se

Expense reviews are not handled by the finance department. Instead, please contact: suzanne.almborg@ki.se

The Finance Unit consists of

IT Unit

The unit assists the business with support for:

• All local IT *
• Our own network
• Dentmed account
• Client management
• User support
• T4
• Romexis
• SLL card
• EK administration
• Authorisation Region Stockholm

* No support for shared KI systems, such as UBW, IDAC, email, Primula, Ladok, your KI account, student IT.

Contact case management:

IT Unit it@dentmed.ki.se

HR

HR provides support to the organisation in administrative, operational and strategic HR issues, and creates conditions for managers to feel secure in their role as leaders of their employees.

HR assists the organisation with:

• Support in employer issues
• Follow-up and development of processes – from the beginning to the end of employment
• Design of strategic management and development
• Recruitment and employer branding
• Skills development and learning
• Leadership and teamwork
• Salary formation and setting
• Work environment, accessibility and equal treatment
• Rehabilitation and work adaptation
• Labour laws and agreements
• Cooperation

Contact functional mailboxes:

HR unit hr@dentmed.ki.se

HR consists of:

Service and Maintenance Unit

The unit is responsible for coordinating and developing work related to infrastructure, the environment and premises.

Service and Maintenance assists the organisation with:

• Coordination of purchases and procurements exceeding SEK 100,000.
• Coordinating the institution's and the university dental clinic's environmentally certified environmental work
• Premises provision and ongoing maintenance, project planning and coordination of projects such as renovations and installations
• Contact with property owners and handling all building-related fault reports
• Coordination of fire protection and systematic fire protection work
• Postal handling, courier and parcel handling
• Security-related tasks such as alarms, access cards, library cards and key management
• Copying and printing management
• Caretaker duties and coordination of internal/external moves, etc.
• Orders and supplier follow-ups

Contact functional mailboxes:

Service and maintenance: service-underhall@dentmed.ki.se

Purchasing: inkop@dentmed.ki.se

The service and maintenance unit consists of:

Administrators close to local operations

The following individuals work with department administration: