Administrative Assistant/Apprentice - Structural Studies - Structural Studies Divisional Office

Assistant Divisional Administrator

Overall purpose:

To support the Divisional Administrator and Heads of Division in carrying out their responsibilities within the Division of Structural Studies at the MRC Laboratory of Molecular Biology (LMB).

To assist the Divisional Administrator 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 contexts to ensure efficient and effective support to the work of the LMB.

Main duties:

To provide administrative support across routing 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 the procedures for members of staff joining and leaving the Division.
• Coordinate the completion of HR and financial documentation, such as probation 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

• Provide support and assistance to senior scientific staff, in particular assisting them with travel including booking flights, trains, hotels, taxis and coordinating reimbursements for their expenses.
• Be the first point of contact in the Structural Studies 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.
• Arrange seminars: coordinating accommodation for speakers, circulating seminar information, assisting with speakers’ expense claims, arranging catering.
• Manage the Divisional Seminar series.
• Provide secretarial support to the Workshop Committee including minute taking.
• Manage booking for Divisional Seminar Rooms.
• Manage shared divisional resources, e.g., photocopier, laptops, display screen, memory sticks, laser pointer, and provide assistance to Structural Studies members using these, e.g., setting up presentations on audio-visual equipment; setting up Skype or Zoom for meetings.
• Monitor levels of stationery items and order as appropriate.
• Assist with arrangements for Divisional/LMB events and functions.
• Ensure the smooth running of the Divisional Office in the absence of the Divisional Administrator.
• Provide support to other LMB teams as required to ensure efficient and effective support to the work of the LMB.
• Assist with and perform other administrative tasks as required appropriate to the band.

Key responsibilities:

You are expected to coordinate and be responsible for routine office administration within the Division.

You are expected to manage and prioritise your own time and workload with minimal 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 Structural Studies 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.

Assistant Divisional Administrator Apprentice

Overall purpose:

To assist in providing professional and proactive general administrative support to the Divisional Administrator, Heads of Division and other staff within the Structural Studies Division at the MRC Laboratory of Molecular Biology (LMB).

The apprenticeship programme framework will enable you to gain a Level 2 Diploma in Business and Administration. This will primarily be delivered and assessed in the workplace. However, some attendance at college will be required.

Main duties:

To provide administrative support across routing 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

• Assist the Divisional Administrator with preparing forms and documentation required for creating and updating HR records
• Assist the Divisional Administrator with coordinating the completion of HR and financial documentation, such as probation and non-employee expense claim forms
• Assist with the procedures for members of staff joining and leaving the Division

General

• Be the first point of contact for general queries in the Structural Studies Office for members of the Division
• Support the Structural Studies Office with photocopying, scanning, electronic filing, and maintaining and updating databases (FileMaker)
• Support and assist members of the Division, in particular assisting them with travel bookings and co-ordinating reimbursement for their expenses
• Manage bookings for Divisional seminar and meeting rooms
• Assist with the Divisional seminars; obtaining talk details and circulating to the Division
• Manage shared divisional resources, e.g., laptops and adaptors
• Minute the biannual Workshop Committee meeting
• Monitor levels of stationery items and order as appropriate
• Assist with and perform other administrative tasks as required appropriate to the band

Key responsibilities:

You are expected to coordinate routine office administration within the Division.

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

Working relationships:

You will report to the Structural Studies Divisional Administrator.

You will interact with members of the Division, other administrative staff and external people as necessary.

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.