Centre Administrator

2 weeks ago

London, United Kingdom Queen Mary University of London Full time

We are looking for an administrator with **previous secretarial and administrative experience.** Experience working in the **NHS or in Higher education** would be advantageous. We are looking to offer **£16.79 per hour plus holiday pay.**

To provide administrative and secretarial support to the Centre Lead for Biochemical Pharmacology and any other assigned members of staff, and support them with their job roles, taking responsibility for tasks and projects as directed. This includes dealing with correspondence, filing, management of diaries, arranging meetings, servicing committees, arranging travel and registration for meetings/ conferences and organising events. Report to and support the Institute Manager with their management responsibilities.

To act as the main administrative point of contact, both internally and externally, for assigned staff, dealing efficiently, effectively and professionally with a wide variety of telephone and personal callers, and liaising with other members of the Centre, Institute, School and College to maintain good communications.

To assist with the HR functions within the Centre, including the recruitment and training of new members, facilitating the College annual leave, sickness, appraisal, training records and performance management systems, and liaising with the Faculty HR department and the Institute Manager.

To manage the publication records and the grant records, and to assist in the preparation of manuscripts, reports and other Centre and Institute documentation (e.g. research papers, posters, guidelines, educational material, returns for the Institute/School/College, etc.) using desktop publishing and other appropriate software, and to deadlines.

To maintain, develop and manage databases/spreadsheets as required, e.g. for Centre publications, budgeting, research projects, teaching and audits of activities relating to the centre and institute.

To manage, using the Agresso system, financial transactions for assigned members of staff in the Centre and for the Centre’s shared expenditure, including orders, invoices, cheque requisitions, travel claims, petty cash, interdepartmental orders, donations, etc. This will involve ensuring VAT exemption is claimed where appropriate.

To be responsible for the regular monitoring of the accounts of assigned grant-holders in the Centre, and of the Centre’s shared accounts, assisting grant-holders in managing their budgets, identifying significant variances and ensuring that any errors are rectified by liaising directly with the relevant account holder, finance department, management accounts and research grants. This will require regular meetings with the Centre Lead and communication with members of Research Grants Administration and Finance.

To communicate on all levels with members of the Centre, Institute, School and College, to enable the job to be undertaken efficiently, using skill and professional judgement to determine which communications must be referred to the Centre Lead and other staff and provide responses where appropriate.

To assist the Centre Lead, in the service of School/Institute/ Centre committees as directed; to coordinate meetings taking full responsibility for all arrangement, including preparation and circulation of minutes and agendas in a timely manner, as well as ensuring that all committee documents are properly archived.

To provide administrative support to the Centre Lead in their management of teaching commitments for the Centre for Biochemical Pharmacology.

To maintain the photocopier/printer and ensure adequate supplies of stationery and other office supplies for the Centre for Biochemical Pharmacolog, including liaison with suppliers and the College’s Purchasing Office to ensure cost-effectiveness, and to keep budgetary control of associated finances, including processing payments and maintaining accurate financial records.

To work within established College policies and procedures, e.g. purchasing, HR, Education, Health and Safety. To carry out responsibilities with due regard to the College's Equal Opportunities and Health & Safety policies.

To prioritise own workload under a minimum of supervisory control, seeking guidance from the Centre Lead, the Institute Manager or other senior staff as require.

Expereince and Skills:
Experience of accounts administration, e.g. ordering, financial record keeping, stock control including use of electronic ordering system - e.g. Agresso

Experience of committee work

Experience of working in higher education or NHS

Experience of planning and progressing activities with minimum recourse to management

Ability to prioritise a varied workload and meet deadlines

Analytical and problem solving capability

Education / Qualifications:
Good organisational skills, communication and interpersonal skills

Good written, verbal and numeracy skills

Audio typing

GCSE (Grade B or above) or equivalent in English and Maths

Educated to A level or equiv

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