Assistant Divisional Administrator

To support the Divisional Administrator (DA) and Head of Division (HoD) in carrying out their responsibilities within the Neurobiology Division at the MRC Laboratory of Molecular Biology (LMB).

To assist the DA with all aspects of administrative work within the Division, with the aim of providing efficient and effective administrative services to the Division. This will include having responsibility for specific tasks and processes.

To work collaboratively with administrative teams in the wider LMB and MRC/UKRI contexts to ensure efficient and effective support to the work of the LMB.

**Main duties**:
To provide administrative support across routine Human Resources (HR), finance and other processes for the Division, in liaison with other LMB and UK Shared Business Services (UKSBS) teams, specifically:

- Human Resources and Finance_
- Administer induction processes for new Divisional staff ensuring everything is completed to facilitate the new starter’s smooth entry into the laboratory.
- Assist staff who are leaving to complete exit process and ensure appropriate leaver documentation is processed in a timely fashion.
- Co-ordinate the completion of HR and financial documentation, such as probation reports and non-employee expense claim forms.
- Assist the Divisional Administrator with preparing forms and documentation required for creating and updating HR records e.g., contracts, extensions, managerial changes.
- General_
- Be the first point of contact in the Neurobiology Divisional Office for members of the Division, providing them with guidance and information which is timely, appropriate and clearly communicated, including signposting them to other sources of help when applicable.
- Maintaining and updating databases (FileMaker) to ensure records are up-to-date and accurate. Organising files/data in line with GDPR and preparing files for archiving.
- Provide support and assistance to Group Leaders, in particular assisting them with travel including booking flights, trains, hotels, taxis and co-ordinating reimbursements for their expenses.
- Manage booking of Divisional Seminar Room(s).
- Arrange the Divisional Seminar Series and other Divisional seminars, co-ordinating accommodation for speakers, circulating seminar information, assisting with speakers’ expense claims, arranging catering etc.
- Assist with arrangements for Divisional/LMB events and functions and booking Divisional seminar rooms.
- Manage shared Divisional resources, e.g., photocopier, laptops, display screen, memory sticks, laser pointer, and provide assistance to Divisional members using these e.g., setting up presentations on audio-visual equipment and setting up Zoom for meetings.
- Monitor levels of stationery items and order as appropriate.
- Assist with and perform other administrative tasks as required appropriate to the band.
- Ensure the smooth running of the Divisional office in the absence of the Divisional Administrator.

**Key responsibilities**

You are expected to co-ordinate and be responsible for routine office administration within the Division.

You are expected to manage and prioritise your own time and workload with mínimal supervision on delegated tasks with appropriate standards of quality and with an emphasis on accuracy, timeliness and attention to detail.

You are required to take decisions within routine procedures and following established guidelines and processes.

**Working relationships**:
Reports to the Neurobiology Divisional Administrator.

Interacts with all LMB Divisional Administrators and Assistant Divisional Administrators.

Advises and assists members of the Division and other Divisions across the LMB, and interacts with external people as necessary.

Interacts extensively with other administrative staff in the LMB and with teams at UKSBS.

**Additional information**:
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.
- Person Specification
- **Education / qualifications / training required**:

- Essential:_ 5 GCSEs (or equivalent), including minimum Grade C in Mathematics and English.
- Desirable:_ Educated to A level, BTEC, HND or equivalent.

**Previous work experience required**:

- Essential:_ Administrative experience in a busy office environment.
- Desirable:_ Administrative experience working in a laboratory or clinical environment.

**Knowledge and experience**:

- Essential:_
- Ability to provide a high standard of administrative services including the use of office equipment and technological solutions.
- Ability to solve problems within guidelines and recognise when to seek help.
- Excellent written and verbal communication skills with an emphasis on accuracy and attention to detail.
- Ability to deal with staff at all levels.
- Desirable:_
- Formal Wo