View Vacancy -- Administrative Assistant LMS 1873
The London Institute of Medical Sciences (LMS) is a Medical Research Council funded research institute at the Hammersmith Hospital campus (London W12) of Imperial College London, with around 400 biomedical researchers undertaking multidisciplinary and internationally-competitive science. For more information, visit www.lms.mrc.ac.uk.
Main Duties:
- Provide administrative and general support to the Group Heads and their teams
- Coordinate conference registration for Group Heads and their teams, including travel, transfers, accommodation, bookings and expense claims
- Assist with the LMS International Seminar series and Ad Hoc Seminars, to include: devising schedules for visitors, escorting visitors on site, contacting speakers, offering travel advice and making room bookings
- Reports to head of the Research Administration team and work closely with other members of the research support team, providing effective cover during absences and covering core tasks and duties, including reception duties
- Deal with incoming/outgoing mail, telephone/reception duties, taking messages and relaying appropriately, e-mails, faxes etc. Covering for Facilities when required, for example post duties, couriers
- Run the LMS’s FedEx/World Courier/Paramount courier accounts, including organising collections, chasing shipments, ordering materials and collaborating closely with finance regarding invoices
- Raise Purchase Orders and receipt goods through LMS Procurement for orders for the scientific departments (MRC and Imperial College), work closely with the Procurement department to ensure all goods are delivered and chasing outstanding orders
- Submit and chase payment of invoices
- Process expense claims
- Responsible for meeting room bookings and putting updated diary schedules outside each meeting room
- Maintenance of Group notice boards and meeting room schedules
- Organise and service meetings. This includes ordering catering/delivering and at times preparing refreshments for various Group Meetings/Seminars as and when the need arises
- Ensure office is kept fully stocked of all stationery/cleaning materials/refreshments and ensuring appliances are always all kept clean and functional
- Meet/greet visitors
- Maintain the information management system for the research groups’ programmes, handling electronic and hard-copy filing systems including the correspondence log
- Responsible for organising, coordinating admin meetings with all the LMS administrators, HR and Purchasing
- Any duties and tasks as the need arises and agreed with Group Leaders
- Participating in any ad hoc projects as the need arises
Education / Qualifications / Training required (will be assessed from application form):
Essential:
- Minimum of 2x A-Levels Grades A – C or equivalent experience
Desirable:
- Scientific background
- Degree level education
Knowledge and experience (will be assessed from application form and at interview):
Essential:
- Professional experience in administration
- Experience of working in administrative and clerical support, including diary & travel management
- Proven administration skills
- Experience in coordinating events and meetings
- Proven high level customer service skills
- Proficiency in all aspects of MS Office software i.e. advanced Outlook, Word (including mail merge and formatting), Excel, PowerPoint and Adobe Acrobat Professional
- Good numerical skills and the confidence to undertake financial duties
- Excellent written communication skills with a good command of the English Language
Desirable:
- Proficiency in use of PCs including conversion of documents
- Customer service experience including resolution of customer complaints
Personal skills/behaviours/qualities and competences (will be assessed at the interview):
Leadership
Essential:
- Assesses own strengths and weaknesses and impact on others
Desirable:
- Ability to support teams and encourage inter-team working with stakeholders and colleagues
Results Focus
Essential:
- Able to organise and prioritise resources to ensure short and long term targets are met
- Be highly motivated, flexible and innovative in their approach to work
- Plans, multi-tasks & prioritises own time optimally and efficiently to achieve results
Influencing
Essential:
- Ensures appropriate engagement of colleagues with stakeholders and issues
Desirable:
- Displays ability to build networks and manage a range of stakeholder interests
Critical Thinking
Essential:
- Aligns work to strategic direction and LMS objectives supporting the MRC brand profile
Desirable:
- Experience of contributing to team debate to help identify future opportunities and team development
Communication
Essential:
- Excellent verbal communication skills with a good command of the English Language
- A high level of customer service and communication skills when dealing with internal and external stakeholders
Customer Focus
Essential:
- Ability to use Line Manager and stakeholder feedback to make improvements to the delivery and administration services
Desirable:
- Experience in resolving customer complaints
- Awareness and understanding of equal opportunities and diversity
Team Working
Essential:
- Able to self-motivate when working independently, as well as part of a team
- Able to develop and encourage cross-boundary working relationships
- Values diversity and demonstrates respect for other team members
- Contributes positively to ICT and cross-functional teams and shares knowledge and skills
Applicants should submit CV with a brief cover letter describing motivation and names and contacts of two references. Applications without a cover letter will not be considered. Please quote reference number LMS 1873.
The Standard Occupational Classification of this role means that it is not eligible for sponsorship, therefore we are unable to apply for sponsorship for anyone not eligible to work in the UK. At interview, all shortlisted candidates are required to bring with them identification documents and original documents that prove they hold or can obtain the right to work in the UK. You can check your eligibility here: https://www.gov.uk/check-uk-visa/yhttps://www.gov.uk/check-uk-visa/y
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. 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.
This opportunity is closed to applications.