View Vacancy -- Senior Administrator (Divisional Administrator) - Cell Biology Division - LMB 2767

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 provide proactive support to the Heads of the Cell Biology Division at the MRC Laboratory of Molecular Biology (LMB) in their execution of the leadership and management of the Division.

To support the needs of the researchers within the Division in an efficient and effective way, whilst also paying due attention to corporate requirements.

To manage the Divisional Office, ensuring it is responsive to the needs of members of the Division.

To have primary responsibility for HR and financial management and administration for the Division and for decision-making associated with specific aspects of these functions. To be accountable for the quality of advice and guidance given in these areas, proposing or executing solutions to problems wherever possible.

To work collaboratively with the wider administrative team supporting the work of the LMB to ensure efficient and effective services and support. 

The official title internally for this role is Divisional Administrator and this will be reflected in the contract of employment for the successful candidate.

Main duties/ Key responsibilities:

HR

•    Provide HR policy advice to Heads of Division and Group Leaders, seeking expert input and interpretation from LMB HR Advisors as necessary.
•    Ensure Divisional dissemination and implementation of corporate policies, processes and updates as circulated by LMB HR.
•    Manage, end-to-end, the hiring of senior positions that report directly to the Heads of Division, providing them with advice and guidance regarding the process and related policy and coordinating all aspects of the recruitment for these Programme Leader and Programme Leader Track vacancies.
•    Authorise recruitment campaigns on behalf of the Heads of Division, providing advice and guidance to recruiting managers on job descriptions and person specifications.
•    Oversee all HR processes within the Division including but not limited to, recruitment, liaising with HR on immigration issues, inducting new starters, managing the probation process, processing contractual changes, recording sickness and Fit Notes, submitting annual leave adjustments, special leave and flexible working requests, processing awards and allowances and administering leavers.
•    Manage the annual appraisal process within the Division, ensuring high quality appraisals and reporting.
•    Manage all administrative procedures relating to visiting workers in the Division. This will include liaising closely with LMB HR Advisors regarding immigration implications and the LMB Finance Office regarding funding, as well as induction and ongoing contract management.
•    Manage Divisional responsibilities in respect of students, liaising closely with the LMB Postgraduate Office.
•    Manage a variety of databases for the Division including but not limited to, HR information, stores cards, research projects and the internal telephone directory.
•    Be fully accountable for the quality and accuracy of HR data in respect of all members of the Division, ensuring resolution of queries on the corporate Oracle system directly with UKSBS.
•    Identify and deal with any HR concerns proactively so that they do not escalate into larger issues, seeking HR advice where appropriate.

Finance

•    Manage the salary budgets for the Divisional science posts (including on-costs), compiling the annual forecasting and re-forecasting of staffing and salaries. Review finance reports to check salary assignments are correct and provide details of variance from salary plans monthly, to meet the corporate timetable.
•    Manage the Divisional consumables budget, compiling the annual forecasting and re-forecasting of science consumables expenditure. Monitor monthly spend on behalf of the Heads of Division and advise them about any management actions required. Provide headline information on changes to consumable expenditure to the LMB Finance team.
•    Ensure grant applications and other external applications are calculated and completed in compliance with requirements, liaising closely with the LMB Finance and Research Offices.

Other key administrative functions

•    Organise your workload in such a way as to meet a variety of monthly and annual corporate reporting requirements, for example the Institute Review, Researchfish, the Intramural Review and Executive Committee reports. Ensure all exercises are managed to deadline and are of suitable quality.
•    Keep up to date with changes in corporate policies and practices and ensure their smooth transition into the Division.
•    Ensure accurate and complete record keeping at Divisional level as required, and in full compliance with the Data Protection Act and other statutory requirements.
•    Support members of the Division with their local and international travel plans.
•    Ensure Divisional Office equipment remains serviceable and that recommendations for replacement, upgrade etc. are brought forward, with an argued business case, as required.
•    To undertake specific projects, as required, within the Division and the wider LMB.

Working relationships: 

•    You will report to the Heads of Division.
•    You will advise and assist Group Leaders, Heads of Facilities and other members of the Division.
•    You will interact extensively with the LMB HR and Finance teams, other administrative staff in the LMB, and within UKSBS.
•    You will manage the Assistant Divisional Administrator.
•    You will be professionally accountable to the LMB Chief Operating Officer for the quality of provision of corporate functions, and for carrying out Divisional aspects of LMB-wide activities.

Education / qualifications / training required: 

Essential: Educated to degree level (or equivalent through experience).

Desirable:
•    HR, finance or management qualification.
•    Formal IT training or IT qualification.

Previous work experience required: 

Essential:
•    Significant experience in a complex and diverse administrative role.
•    Experience in a role that includes HR responsibilities.
•    Experience of working independently in a fast-moving environment in which high quality administrative support is relied upon in situations where senior management advice is not always available.
•    Experience of managing and developing staff, including the ability to delegate.
•    Experience of dealing with staff at all levels.

Desirable:
•    Experience in the academic or public sector or in a scientific environment.
•    Experience in a role with financial responsibilities, including budget management.

Knowledge and experience: 

Essential:
•    Knowledge of HR policies and experience of dealing with HR issues, knowing when to escalate issues to HR specialists.
•    Good numeracy skills and adequate expertise in the use of spreadsheets and databases.
•    Experience of organising meetings

Desirable:
•    Experience of drafting reports, or elements of reports, for external consumption.
•    Experience of managing specific projects and event management.

Personal skills / behaviours / qualities: 

Essential: 
•    Strong written and verbal communication.
•    Excellent interpersonal skills; able to build effective internal and external relationships.
•    Collaborative team player, respectful of others’ roles and experience.
•    Highly organised with the ability to prioritise and manage multiple tasks in a fast-paced environment.
•    Skilled at meeting tight deadlines and delivering accurate information.
•    Analytical problem-solver with sound judgement, even under pressure.
•    Self-motivated and capable of working independently, using initiative when required.

Desirable: 
•    Confident in handling challenging situations and determining appropriate actions.
•    Experience leading cross-functional teams to deliver projects.
•    Commitment to ongoing professional development.

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.

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.