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

£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.