Assistant Divisional Administrator | Neurobiology | Neurobiology Divisional Office | LMB 2839

Job description

£25,772 to £27,884 per annum (pro rata if part-time)

This is a fixed term position for 23 months due to an ongoing review of our operating model.

Full-time or part-time, part-time minimum of 30 hours per week

Overall Purpose
The Assistant Divisional Administrator provides comprehensive administrative support to the Neurobiology Division, helping to ensure the efficient operation of Divisional activities across human resources, finance, events, visitor management and general office administration.

Working closely with the Divisional Administrator (DA) and Heads of Division (HoDs), the postholder will deliver a professional, responsive and high-quality service to scientific staff, professional services colleagues and external visitors. The role requires excellent organisational skills, attention to detail, sound judgement and the ability to manage competing priorities in a busy research environment.

The postholder will work collaboratively with colleagues across the wider LMB and UK Research and Innovation (UKRI) to ensure efficient and effective support for Divisional activities and contribute to the continuous improvement of administrative processes.

Main Duties
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
• Support established processes for staff joining, changing positions within, and leaving the Division.
• Support the delivery and timely completion of HR processes, including probation reviews, personal development reviews and associated record keeping.
• Handle sensitive and confidential information in accordance with UKRI policies and data protection requirements.
• Maintain and update Divisional databases and records to ensure information remains accurate, complete and up to date.
• Organise and maintain electronic and paper records, ensuring compliance with General Data Protection Regulation (GDPR) requirements and record retention procedures.

Events, Travel and Visitor Co-ordination
• Provide assistance with travel bookings and associated arrangements.
• Manage bookings and scheduling for Divisional seminar rooms.
• Coordinate the Divisional Seminar Series and support the organisation of Divisional events, including the End of Year Celebration and Summer BBQ.
• Coordinate visits to the LMB, including arranging accommodation and the timely circulation of relevant information.

Operational Support
• Manage and prioritise assigned tasks with minimal supervision, ensuring work is completed accurately and within required timescales.
• Make decisions within established procedures and recognise when issues should be escalated to the DA.
• Identify opportunities to improve administrative processes and contribute ideas to enhance efficiency and service delivery.
• Support the smooth running of the Divisional office and provide operational cover in the absence of the Divisional Administrator where appropriate.

Finance
• Prepare and process purchase orders in accordance with LMB and UKRI procedures.
• Review and process expense claims, ensuring compliance with relevant policies and guidance.
• Assist scientific staff with routine finance-related administrative processes and queries.

General Office Administration
• Act as a first point of contact for members of the Neurobiology Division, providing timely, professional and accurate information and guidance.
• Respond to enquiries and direct staff and visitors to appropriate sources of support when required.
• Coordinate and maintain shared Divisional resources, including laptops, stationery and other equipment.
• Contribute to maintaining an efficient, welcoming and well-organised Divisional office environment.

Key responsibilities

To coordinate and support routine administrative activities across the Neurobiology Division.

To provide a professional, customer-focused administrative service to staff, visitors and stakeholders

To manage competing priorities effectively whilst maintaining high standards of quality, accuracy and attention to detail.

To maintain confidentiality and exercise discretion when handling sensitive information.

To work collaboratively with colleagues across the Division, LMB and UKRI.

Working relationships:

Report to the Neurobiology DA.

Interact, advise and assist the Neurobiology HoDs, scientific staff and students, administrative staff across the LMB, UKSBS, external visitors, suppliers and service providers.

Additional information:

The Neurobiology Division is a dynamic research environment supporting world-leading scientific programmes. The postholder will play an important role in enabling the effective operation of the Division by delivering high-quality administrative support to a wide range of stakeholders.

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 and the MRC/UKRI.

This is a rolling advertisement and may close early if sufficient applications are received. We therefore encourage interested candidates to apply as soon as possible. Interviews will be arranged on an ongoing basis as applications are reviewed.
Person Specification
Education / qualifications / training required:

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

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

Previous work experience required:

Essential: Experience providing administrative support or transferable experience gained through customer service, education, volunteering, internships, or other professional environments.

Desirable:
• Administrative experience in a busy office, laboratory or clinical environment.
• Experience managing multiple tasks and working to deadlines.
• Experience handling confidential or sensitive information.
• Experience supporting events, meetings, travel or visitor coordination.

Knowledge and experience:

Essential:
• Ability to provide a high standard of administrative support using office systems, equipment and technology.
• Good working knowledge of Microsoft Office applications, including Word and Excel.
• Ability to learn and use new software systems, databases and online processes.
• Strong written and verbal communication skills with excellent attention to detail.
• Ability to solve routine problems using established procedures and recognise when to seek guidance.
• Ability to work independently and collaboratively within a team.
• Ability to maintain accurate records and process information carefully and efficiently.

Desirable:
• Experience using database, HR, finance or records-management systems.
• Experience of using FileMaker or similar databases.
• Experience of using Adobe Creative Suite.
• Experience identifying and implementing process improvements.

Personal skills / behaviours / qualities:

Essential:
• Excellent organisational skills and the ability to prioritise competing demands effectively.
• Proactive, flexible and adaptable approach to work.
• High level of integrity, discretion and confidentiality.
• Professional, approachable and responsive manner.
• Strong attention to detail and commitment to accuracy.
• Ability to communicate tactfully and effectively with a wide range of stakeholders.
• Ability to work reliably with minimal supervision while contributing positively to team objectives.

Desirable:
• Interest in continuous improvement and developing more efficient ways of working.
• Confidence in suggesting new ideas and contributing to service enhancements.
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.

As this job does not fulfil the UK Government minimum salary criterion for obtaining sponsored migrant worker status, we cannot 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.

UKRI - UK Research and Innovation
UKRI is an organisation that brings together the seven disciplinary research councils, Research England and Innovate UK. Together, we build an independent organisation with a strong voice and vision ensuring the UK maintains its world-leading position in research and innovation.

Supporting some of the world's most exciting and challenging research projects, we develop and operate some of the most remarkable scientific facilities in the world. We are pushing the frontiers of human knowledge through fundamental research and delivering benefits for UK society and the economy through world-class research, skills and business-led innovation.

More information can be found at www.ukri.org .

Choosing to come to work at UKRI means that you will have access to a whole host of benefits from a defined benefit pension scheme, excellent holiday entitlement, access to employee shopping/travel discounts and salary sacrifice cycle to work scheme. For more details, visit benefits of working for UKRI .

How we support EDI in the workforce

At UKRI, we believe that everyone has a right to be treated with dignity and respect, and to be provided with equal opportunities to thrive and succeed in an environment that enables them to do so. We also value diversity of thought and experience within inclusive groups, organisations and the wider community. For further information, please visit 'How we support EDI in the workforce'.

Disability Confident Employer

As users of the disability confident scheme, any candidate who opts into the scheme and best meets the essential criteria, will be shortlisted for interview. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

How to apply

Online applications only preferred for this role. Please submit a CV and covering letter which clearly outlines how you fulfil the criteria specified along with your motivation for UKRI and the role. Ensure that the job reference number is included in the filename description of each document uploaded. Note that failure to address the above criteria or submit an application without a covering letter may result in the application not being considered.

UKRI seeks to ensure it creates and maintains a system of openness, fairness and inclusion - a collaborative, trusted environment, which is attractive to and accessible to everyone who is interested in developing their career with us.

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be rejected and internal candidates may be subject to disciplinary action.

As part of the pre-employment checks there is a requirement to undergo Baseline Personnel Security Screening. BPSS is a pre-condition of employment and failure to achieve it may mean that the employment offer is rescinded. UKRI reserves the right to run, or re-run, security clearance as required during the course of employment.

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 X-ray crystallography of proteins, 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.

Our state-of-the-art laboratory provides an unsurpassed environment for both young 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.

The LMB is a great place to work and progress your career, be it in scientific research or the support functions. The LMB is a unique working environment where our researchers are rewarded by world class innovation and collaboration opportunities that the LMB name brings. The LMB 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 LMB (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 LMB and UKRI on your CV in the future.

We actively support equality, diversity and inclusion in all our activities, processes and culture. We encourage applications from all sections of society irrespective of gender, race, ethnic or national origin, religion or belief, sexual orientation, disability or age. We are a disability inclusive employer and encourage disabled people to apply for this role. You are very welcome to contact us for information about the application process and any adjustments you may require; [email protected] .

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.