Operations Administrator and Receptionist

5 days ago

Twickenham, United Kingdom LGC Group Full time
Job Description

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.

As an Operations Administrator and Receptionist in GMG’s Operations team you will: 

  • Be on reception at least 1 day 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

Key Responsibilities:

Work on reception (shared amongst the Operations Administration team)

  • Being responsible for running a professional and welcoming reception function at least 1 day 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 

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

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
  • Communicating with key internal and external stakeholders, via emails, calendar invites and in meetings
  • Occasionally printing documents and organising posting and packaging

Other

  • General team administration as required, e.g. supporting recruitment and training activity, updating instructions, organising team rotas

Qualifications

Essential Experience and Technical Skills:

  • At least 12 months’ experience of working in an administrative and reception role
  • A minimum of 5 GCSEs (or equivalent) at grade C or above, including math's and English
  • Excellent interpersonal skills, including command of written and spoken English able to express information clearly and vary delivery to match the specific audience

Behaviours and Competencies Required

 

  • 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


Additional Information

ABOUT LGC
LGC is a leading, global life science tools company, providing grant management services as well as mission-critical components and solutions into high-growth application areas across the human healthcare and applied market segments.  

Salary & Benefits

  • £26,900 PA
  • Bonus - subject to company performance
  • 25 days annual leave, plus public holidays (UK)
  • Enhanced contributory pension scheme
  • Life Insurance
  • Benenden Healthcare
  • Season Ticket Loan
  • Laptop, IT equipment and remote IT support

NB: This is an office based, hybrid role, with an expectation for all employees to attend our offices in Twickenham, west London, usually worked as 1 day per week, and may increase, subject to team requirements. 

To Apply
If you are interested in working with us and feel you have the appropriate background and skills, please apply with your CV, with the cover letter attached in the same document, explaining what you feel you could bring to the company, outlining your suitability for the role.

EQUAL OPPORTUNITIES 
LGC strongly believes that every job applicant and employee should be valued for their individual talents regardless of age, disability, race, color, ethnic or national origin, sex, sexual orientation, gender reassignment, marital or civil partnership, pregnancy or maternity, religion, or belief. Short listing, interviewing and selection will always be carried out without regard to gender, sexual orientation, marital status, color, race, nationality, ethnic or national origins, religion or belief, age, or trade union membership.

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