View Vacancy -- Assistant Divisional Administrator - Structural Studies - Divisional Office - LMB 2744

The MRC Laboratory of Molecular Biology (LMB) is one of the birthplaces of modern molecular biology and has played an important role in the development of many new techniques, most notably protein crystallography, cryo-electron microscopy, DNA sequencing and monoclonal antibodies. The LMB has a clear goal of understanding biological processes at the molecular level, with the ultimate aim of using this knowledge to tackle specific problems in human health and disease. We aim to tackle difficult, long-term problems, which often require investment over many years.

There are four scientific Divisions - Structural Studies, Protein and Nucleic Acid Chemistry, Cell Biology and Neurobiology. However, scientific collaboration between the different Divisions is extensive. Scientists are well supported by excellent scientific facilities and by the LMB Operations Group which maintains the core infrastructure and services of the institute.

The LMB provides an unsurpassed environment for both new and established researchers. Scientists are drawn to the LMB from all over the world, thus creating a lively and international community for the exchange of ideas and technical innovation.

Overall purpose: 

To support the Divisional Administrator (DA) and Heads of Division (HoD) 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. 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.

Main duties:

To provide administrative support across Human Resources (HR), finance and other internal 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 processes and non-employee expense claim forms.

• 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 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.

• Provide support and assistance to scientific staff, in particular assisting them with travel including booking flights, trains, hotels, taxis and coordinating reimbursements for their expenses.

• Maintaining and updating 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.

• 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 bookings for Divisional Seminar Rooms.

• Manage shared divisional resources, e.g., photocopier, laptops, display screen, 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.

Education / qualifications / training required: 

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

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

Previous work experience required:

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 including Word, Excel and email; online ordering systems with an emphasis on accuracy and attention to detail.

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

• 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

• Confident working independently and as part of a team

Desirable:

• Formal Word/Excel training or IT qualification (i.e. ECDL, CLAIT).

• Experience of using Microsoft PowerPoint, Adobe Creative Suite, databases.

• Ability to take initiative within bounds of post

Personal skills / behaviours / qualities:

Essential:

• Ability to organise and prioritise your own workload efficiently, with minimal supervision.

• Proactive and flexible attitude.

• 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.

Corporate/Local responsibilities & requirements

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 assistant role is a permanent appointment, which could be full-time (36 hours per week) or part-time (80% fte).