View Vacancy -- Receptionist/Research Administrator LMS 1872
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:
- Responsible for management of the loading bay and loading bay booking diary/first point of contact when a delivery arrives and responsible for notifying the appropriate recipient of deliveries
- Welcoming and directing visitors and contractors
- Assisting security personnel in ensuring only authorised staff and visitors enter the building
- Preparing and issuing Visitor and Contractor badges and ensuring all contractors have a valid contractor passport pass before they enter the building
- Notifying staff of incoming packages
- Handling the LMS’s FedEx/World Courier/Paramount courier accounts, including organising collections, chasing shipments, ordering materials and collaborating closely with finance regarding invoices
- Collaborating closely with the Estates team regarding Loading Bay deliveries/collections
- Ensuring the LMS reception area remains a welcoming and presentable space at all times
- Provide administrative and general support to the Group Heads and all their team members
- Raising Purchase Orders through LMS Procurement system for orders for the departments (MRC and Imperial College), working closely with the Procurement department to ensure all goods are delivered and chasing outstanding orders
- Coordinating conference registration for Group Heads and their teams, including travel, transfers, accommodation, and expense claims
- Assisting 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
- Submitting/chasing payment of invoices
- Processing departmental expense claims
- Work closely with other members of the research support team, providing effective cover during absences and covering core tasks and duties
- Maintenance of Group notice boards
- Organising and servicing 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 all kept clean and functional at all times
- Any duties and tasks as the need arises and agreed with Group Leaders/Advisors including participating in any ad hoc projects
Education / Qualifications / Training required (will be assessed from application form):
Essential:
- Minimum of 2x A-Levels Grades A – C or equivalent experience
- Professional experience in administration
Desirable:
- Scientific background
Knowledge and experience (will be assessed from application form and at interview):
Essential:
- Proven high level customer service skills
- Experience of working in administrative and clerical support, including diary & travel management
- Proven administration 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
- Experience in coordinating events and meetings
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 coordinate 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 relevant stakeholders and issues
Desirable:
- Displays ability to build appropriate networks and handle a range of stakeholder interests
Critical Thinking
Essential:
- Aligns work to overall 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 1872.
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/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.