Operations Administrator and Receptionist

7 months ago

Twickenham, United Kingdom LGC Group Full time

Company Description

LGC’s Grant Management Group (GMG) manages a number of research funding programmes on behalf of government departments and other large national health bodies, to improve NHS patient health and care.

**Job Description**:
**Job purpose**:
As an Operations Administrator and Receptionist in GMG’s Operations team you will:

- Be on reception at least 2 days per week (and in the office or working from home on other days)
- Support GMG’s running of new research funding competitions, including organising research funding committee meetings and attending weekly progress meetings to update others
- Interact with a broad range of people at all levels of seniority, including colleagues, funding committee members, the research community and other key stakeholders
- Support Operations team members and members of other teams, with whom you’ll be working closely

This role involves a mixture of working in the Twickenham office and working from home (see Additional Information section below).

This is an ideal position for an experienced administrator who enjoys reception work and interacting with people, has good IT skills and is interested in seeing how research to improve NHS patient health and care is funded.

**Key Responsibilities**:
**1. Work on reception (shared amongst the Operations Administration team)**
- Being responsible for running a professional and welcoming reception function at least 2 days per week, with some extra cover for lunch and leave
- Answering telephone calls, taking messages and forwarding them on to the appropriate person or team
- Meeting and greeting visitors to the building and ensuring they comply with health, safety, security requirements
- Helping visitors with their onward travel, e.g. giving directions and booking taxis
- Supporting meetings, e.g. making refreshments available when external visitors attend meetings and facilities colleagues are not onsite to organise them
- Managing post arriving into the building and preparing post for collection
- Working closely with security and facilities staff

**2. Organise virtual and in-person meetings, in particular research funding committee meetings**
- Identifying suitable dates and venues, and communicating with external event managers
- Organising Zoom, Google Meet and Microsoft Teams virtual meeting links
- Booking rooms, AV equipment, refreshments, travel and accommodation for in-person meetings
- Communicating with attendees including inviting and confirming attendance, and providing meeting-related information and documentation
- Preparing meeting materials e.g. name plates, badges, signage
- Ensuring onsite meeting rooms are appropriately set up
- Supporting in-person meetings on the day, including greeting and directing attendees to onsite meetings, and making refreshments and catering available

**3. Carry out other administrative roles involved in running research funding programmes**
- Preparing and maintaining online documents, spreadsheets, mail merges and templates
- Organising, creating and managing online folders and filing structures
- Using the Research Management Database to find, check, export or update information
- Answering mailboxes and helplines
- Occasionally printing documents and organising posting and packaging

**4. Other**
- General team administration as required, e.g. supporting recruitment and training activity, updating instructions, organising team rotas

**Qualifications**:
**Behaviours and Competencies Required**:

- Excellent interpersonal skills, including command of written and spoken English (essential), able to express information clearly and vary delivery to match the specific audience
- Commitment to excellent customer service, including in person and a professional telephone manner
- Good attention to detail and accurate record keeping across multiple documents
- Able to work independently and act on initiative, follow written instructions, keep colleagues updated with progress on tasks, identify opportunities and be proactive in putting forward solutions
- A determination to get things done and strive for improvements
- Good planning and organising, i.e. able to plan events and then carry them out effectively
- Able to manage time effectively, including managing competing demands, prioritising tasks, adapting flexibly to changes, meeting all deadlines and remaining calm under pressure
- Good team working, i.e. able to work confidently and effectively within groups
- Good computing skills including Microsoft Office (Outlook, Word and Excel in particular) and/or Google suite (gmail, Drive, Docs, Sheets and Calendar in particular), and an ability to learn new systems (e.g. we use a Research Management System, Asana, Envoy), databases and spreadsheets quickly
- Required Knowledge, Experience and Technical Skills:

- At least 12 months’ experience of working in an administrative and reception role (essential)
- A minimum of 5 GCSEs (or equivalent) at grade C or above

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