Exciting job opportunity for Year 2 leavers!

Detailed job description

To support the Divisional Administrator and Heads of Division in carrying out their responsibilities within the Division of Structural Studies at the MRC Laboratory of Molecular Biology (LMB).

To assist the Divisional Administrator with all aspects of administrative work within the Division, with the aim of providing efficient and effective administrative services to the Division.  This will include having responsibility for specific tasks and processes.

To work collaboratively with administrative teams in the wider LMB and MRC contexts to ensure efficient and effective support to the work of the LMB.

Main duties:

To provide administrative support across routine Human Resources (HR), finance and other processes for the Division, in liaison with other LMB and UK Shared Business Services (UKSBS) teams, specifically:

Human Resources and Finance

• Administer the procedures for members of staff joining and leaving the Division.
• Coordinate the completion of HR and financial documentation, such as probation and non-employee expense claim forms.
• Assist the Divisional Administrator with preparing forms and documentation required for creating and updating HR records, e.g., contracts, extensions, managerial changes.

General

• Provide support and assistance to senior scientific staff, in particular assisting them with travel including booking flights, trains, hotels, taxis and coordinating reimbursements for their expenses.
• Be the first point of contact in the Structural Studies Office for members of the Division, providing them with guidance and information which is timely, appropriate and clearly communicated, including signposting them to other sources of help when applicable.
• Maintaining and updating databases (Filemaker) to ensure records are up-to-date and accurate.  Organising files/data in line with GDPR and preparing files for archiving.
• Arrange seminars: coordinating accommodation for speakers, circulating seminar information, assisting with speakers’ expense claims, arranging catering.
• Manage the Divisional Seminar series.
• Provide secretarial support to the Workshop Committee including minute taking.
• Manage booking for Divisional Seminar Rooms.
• Manage shared divisional resources, e.g., photocopier, laptops, display screen, memory sticks, laser pointer, and provide assistance to Structural Studies members using these, e.g., setting up presentations on audio-visual equipment; setting up Skype or Zoom for meetings.
• Monitor levels of stationery items and order as appropriate.
• Assist with arrangements for Divisional/LMB events and functions.
• Ensure the smooth running of the Divisional Office in the absence of the Divisional Administrator.
• Provide support to other LMB teams as required to ensure efficient and effective support to the work of the LMB.
• Assist with and perform other administrative tasks as required appropriate to the band.

Key responsibilities:

You are expected to coordinate and be responsible for routine office administration within the Division.

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:

Reports to the Structural Studies Divisional Administrator.

Interacts with all LMB Divisional Administrators and Assistant Divisional Administrators.

Advises and assists members of the Division and other divisions 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 post could be full time (36 hours) or part-time (minimum of 25 hours).

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.

• MRC Code of Conduct
• MRC Equality and Diversity policy
• UKRI Health and Safety policy
• UKRI Data Protection policy

Job descriptions should be reviewed on a regular basis and at the annual appraisal.  Any changes should be made and agreed between you and your manager.

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, the MRC and UKRI.

Essential: 5 GCSEs (or equivalent), including minimum Grade C/4 in Mathematics and English.

Desirable: Educated to A level, BTEC, HND or equivalent.

Desirable:

• Administrative experience in a busy office environment.
• Administrative experience working in a laboratory or clinical environment

Creativity and initiative

Essential:

• Ability to provide a high standard of administrative services including the use of office equipment and technological solutions.
• Proficiency in standard office package including Word, Excel and email; online ordering systems with an emphasis on accuracy and attention to detail.

Desirable:

• Formal Word/Excel training or IT qualification (i.e. ECDL, CLAIT).
• Experience of using Microsoft Powerpoint, Adobe Creative Suite, databases.
• Experience of sharing and developing new ideas to develop more efficient systems
• Ability to take initiative within bounds of post

Independent working

Essential: Ability to solve problems within guidelines with the ability to recognise when to seek help.

Verbal and written communication skills

Essential:

• Excellent written and verbal communication skills with an emphasis on accuracy and attention to detail.
• Ability to deal and communicate effectively with staff at all levels including where English is not their first language.

Desirable: Has experience of providing on-the-job training to others.

Essential:

• Ability to organise and prioritise your own workload efficiently.
• Proactive, flexible and keen to take on responsibility.
• High level of personal integrity with the ability to deal 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.