Assistant Divisional Administrator - LMB - Divisional Offices

Assistant Divisional Administrator - LMB - Divisional Offices

Medical Research Council | Cambridge, ENG, GB

Posted 15 days ago

Apply Now

Description

To support the Divisional Administrators (DAs) and Heads of Division (HoDs) across the LMB in carrying out their responsibilities within the MRC Laboratory of Molecular Biology (LMB).
To assist with all aspects of administrative work, with the aim of providing efficient and effective administrative services. This will include having responsibility for specific tasks and processes.
To work collaboratively with administrative teams in the wider LMB and MRC/UKRI contexts to ensure efficient and effective support to the work of the LMB.
This role will be fully based in the office.
Main duties:
To provide administrative support across routine Human Resources (HR), finance and other processes, in liaison with other LMB and UK Shared Business Services (UKSBS) teams, specifically:
Human Resources and Finance
• Administer induction processes for new staff ensuring everything is completed to facilitate the new starter’s smooth entry into the laboratory.
• Assist staff who are leaving to complete exit process and ensure appropriate leaver documentation is processed in a timely fashion.
• Co-ordinate the completion of HR and financial documentation, such as probation reports and non-employee expense claim forms.
• Assist with preparing forms and documentation required for creating and updating HR records e.g., contracts, extensions, managerial changes.
General
• Be the first point of contact for members of the LMB and provide them with guidance and information which is timely, appropriate and clearly communicated, including signposting them to other sources of help when applicable.
• Maintain and update databases (FileMaker) to ensure records are up-to-date and accurate. Organising files/data in line with GDPR and preparing files for archiving.
• Provide support and assistance to Group Leaders, in particular assisting them with travel including booking flights, trains, hotels, taxis and co-ordinating reimbursements for their expenses.
• Manage booking of Seminar Room(s).
• Arrange Divisional Seminar Series and other Divisional seminars, co-ordinating accommodation for speakers, circulating seminar information, assisting with speakers’ expense claims, arranging catering etc.
• Assist with arrangements for other events and functions.
• Manage shared resources, e.g., photocopier, laptops, display screen, memory sticks, laser pointer, and provide assistance to members of the LMB using these e.g., setting up presentations on audio-visual equipment and setting up Zoom for meetings.
• Monitor levels of stationery items and order as appropriate.
• Assist with and perform other administrative tasks as required appropriate to the band.
Key responsibilities
You are expected to co-ordinate and be responsible for routine office administration.
You are expected to manage and prioritise your own time and workload with minimal supervision on delegated tasks with appropriate standards of quality and with an emphasis on accuracy, timeliness and attention to detail.
You are required to take decisions within routine procedures and following established guidelines and processes.
Working relationships:
Interacts with all LMB Divisional Administrators and Assistant Divisional Administrators.
Advises and assists members across the LMB and interacts with external people as necessary.
Interacts extensively with other administrative staff in the LMB and with teams at UKSBS.
Additional information:
The above lists are not exhaustive and you are required to undertake such duties as may reasonably be requested within the scope of the post. All employees are required to act professionally, co-operatively and flexibly in line with the requirements of the post and the MRC/UKRI.
Person Specification
Education / qualifications / training required:
Essential: 5 GCSEs (or equivalent), including minimum Grade C in Mathematics and English.
Desirable: Educated to A level, BTEC, HND or equivalent.
Previous work experience required:
Essential: Administrative experience in a busy office environment.
Desirable: Administrative experience working in a laboratory or clinical environment.
Knowledge and experience:
Essential:
• Ability to provide a high standard of administrative services including the use of office equipment and technological solutions.
• Proficiency in standard office packages e.g., Word and Excel, e-mail and online ordering systems
• Ability to solve problems within guidelines and recognise when to seek help.
• Excellent written and verbal communication skills with an emphasis on accuracy and attention to detail.
• Ability to deal with staff at all levels.
Desirable:
• Formal Word/ Excel training or IT qualification (e.g., ECDL, CLAIT).
• Experience of using Microsoft PowerPoint, Adobe Creative Suite and databases such as FileMaker.
• Experience of sharing and developing new ideas to develop more efficient systems.
• Ability to take initiative within bounds of post.
Personal skills / behaviours / qualities:
Essential:
• Ability to organise and prioritise your own workload.
• Proactive, flexible and keen to take on responsibility.
• High levels of personal integrity and deals with others with tact and discretion.
• Ability to interact with multiple teams in an organised and diligent manner.
Desirable:
• Ability to work efficiently in an organised way with minimal supervision.
Further Information
Due to this position needing to be filled ASAP, we will be shortlisting and interviewing candidates before the closing date. We do reserve the right to close this vacancy early if we receive sufficient applications for the role.
The MRC is a great place to work and progress your career, be it in scientific research or the support functions.The MRC is a unique working environment where our researchers are rewarded by world class innovation and collaboration opportunities that the MRC name brings. The MRC is an excellent place to develop yourself further and a range of training & development opportunities will be available to you, including professional registration with the Science Council.
Choosing to come to work at the MRC (part of UKRI) means that you will have access to a whole host of benefits from a defined benefit pension scheme and excellent holiday entitlement to access to employee shopping/travel discounts and salary sacrifice cycle to work scheme, as well as the chance to put the MRC and UKRI on your CV in the future.
Our success is dependent upon our ability to embrace diversity and draw on the skills, understanding and experience of all our people. We welcome applications from all sections of the community irrespective of gender, race, ethnic or national origin, religion or belief, sexual orientation, disability or age. As "Disability Confident" employers, we guarantee to interview all applicants with disabilities who meet the minimum criteria for the vacancy.
UKRI supports research in areas that include animal health, agriculture and food security, and bioscience for health which includes research on animals, genetic modification and stem cell research. Whilst you may not have direct involvement in this type of research, you should consider whether this conflicts with your personal values or beliefs.
We will conduct a full and comprehensive pre-employment check as an essential part of the recruitment process on all individuals that are offered a position with UKRI. This will include a security check and an extreme organisations affiliation check.