Assistant Divisional Administrator

at  MRC Laboratory of Molecular Biology

To support the Divisional Administrator (DA) and Heads of Division (HoD) in carrying out their responsibilities within the Neurobiology Division at the MRC Laboratory of Molecular Biology (LMB).
To assist the DA with all aspects of administrative work within the Division, 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 UK Research and Innovation (UKRI) contexts to ensure efficient and effective support to the work of the LMB.

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: Some administrative experience.

Desirable:

• Administrative experience in a busy office, laboratory or clinical environment.
• Experience of working with multiple processes and working to tight deadlines.
• Experience working with confidential information.

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. Microsoft Office, 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.
• Confident working independently and as part of a team.

Desirable:

• Formal Microsoft Office training or IT qualification (e.g., ECDL, CLAIT).
• Experience of using Adobe Creative Suite and Customer Relationship Management systems.
• Experience of sharing and developing new ideas to develop more efficient systems.

Personal skills / behaviours / qualities:

Essential:

• Ability to organise and prioritise your own workload efficiently with minimal supervision.
• Proactive and flexible attitude depending on Divisional needs.
• High levels of personal integrity and communicates with others with tact and discretion.
• Ability to interact with multiple teams in an organised and diligent manner.

Desirable:

• A keen ability to improve current ways of working.

Further Information

You must at all times carry out your responsibilities with due regard to the UKRI:

• Code of Conduct
• Equality, Diversity and Inclusion policy
• Health and Safety policy
• 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.
The role holder will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during the course of employment.
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.

MAIN DUTIES/ KEY RESPONSIBILITIES:

To provide administrative support across Human Resources (HR), finance and other internal support services, in conjunction with other LMB and UK Shared Business Services (UKSBS) teams, specifically:

Human Resources and Finance

• Adhere to established processes for staff joining and leaving the Division.
• Co-ordinate the completion of HR processes such as probation meetings and personal development reviews.
• Carefully manage confidential information.
• Maintain and update databases (FileMaker) to ensure records are up-to-date and accurate. Organise files/data in line with General Data Protection Regulations and preparing files for archiving.
• Prepare and process Purchase Orders.
• Review and process expense claims in line with UKRI/MRC policy.

General

• Be the first point of contact in the Neurobiology Divisional 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.
• Provide support and assistance to scientific staff, in particular assisting them with travel arrangements.
• Manage the booking of Divisional Seminar Rooms.
• Manage the Divisional Seminar Series and monthly symposium.
• Co-ordinate visits to the LMB, which includes booking accommodation, catering and circulating timely information.
• Manage shared Divisional resources (e.g. laptops and stationery).
• Monitor levels of office supplies and order as appropriate.
• Ensure the smooth running of the Divisional office in the absence of the DA.

KEY RESPONSIBILITIES

To co-ordinate and be responsible for routine office administration within the Division.
To manage and prioritise your own time and workload with minimal supervision on delegated tasks, with appropriate standards of quality and an emphasis on accuracy, timeliness and attention to detail.
To make decisions within routine procedures and follow established guidelines and processes.

You must at all times carry out your responsibilities with due regard to the UKRI:

• Code of Conduct
• Equality, Diversity and Inclusion policy
• Health and Safety policy
• Data Protection polic