UK SBS
Assistant Divisional Administrator | Neurobiology | Neurobiology Divisional Office | LMB 2839
Get notified of more jobs like this · No spam, ever
How your CV stacks up
Upload your CV to see how well it fits this job role
?%
£25,772 to £27,884 per annum (pro rata if part-time)
This is a fixed term position for 23 months due to an ongoing review of our operating model.
Full-time or part-time, part-time minimum of 30 hours per week
Overall Purpose
The Assistant Divisional Administrator provides comprehensive administrative support to the Neurobiology Division, helping to ensure the efficient operation of Divisional activities across human resources, finance, events, visitor management and general office administration.
Working closely with the Divisional Administrator (DA) and Heads of Division (HoDs), the postholder will deliver a professional, responsive and high-quality service to scientific staff, professional services colleagues and external visitors. The role requires excellent organisational skills, attention to detail, sound judgement and the ability to manage competing priorities in a busy research environment.
The postholder will work collaboratively with colleagues across the wider LMB and UK Research and Innovation (UKRI) to ensure efficient and effective support for Divisional activities and contribute to the continuous improvement of administrative processes.
Main Duties
To provide administrative support across Human Resources (HR), finance and other internal support services, in conjunction with other LMB and UK Shared Business Services (UKSBS) teams, specifically:
Human Resources
• Support established processes for staff joining, changing positions within,
and leaving the Division.
• Support the delivery and timely completion of HR processes, including
probation reviews, personal development reviews and associated record keeping.
• Handle sensitive and confidential information in accordance with UKRI policies
and data protection requirements.
• Maintain and update Divisional databases and records to ensure information
remains accurate, complete and up to date.
• Organise and maintain electronic and paper records, ensuring compliance with
General Data Protection Regulation (GDPR) requirements and record retention
procedures.
Events, Travel and Visitor Co-ordination
• Provide assistance with travel bookings and associated arrangements.
• Manage bookings and scheduling for Divisional seminar rooms.
• Coordinate the Divisional Seminar Series and support the organisation of
Divisional events, including the End of Year Celebration and Summer BBQ.
• Coordinate visits to the LMB, including arranging accommodation and the timely
circulation of relevant information.
Operational Support
• Manage and prioritise assigned tasks with minimal supervision, ensuring work
is completed accurately and within required timescales.
• Make decisions within established procedures and recognise when issues should
be escalated to the DA.
• Identify opportunities to improve administrative processes and contribute
ideas to enhance efficiency and service delivery.
• Support the smooth running of the Divisional office and provide operational
cover in the absence of the Divisional Administrator where appropriate.
Finance
• Prepare and process purchase orders in accordance with LMB and UKRI
procedures.
• Review and process expense claims, ensuring compliance with relevant policies
and guidance.
• Assist scientific staff with routine finance-related administrative processes
and queries.
General Office Administration
• Act as a first point of contact for members of the Neurobiology Division,
providing timely, professional and accurate information and guidance.
• Respond to enquiries and direct staff and visitors to appropriate sources of
support when required.
• Coordinate and maintain shared Divisional resources, including laptops,
stationery and other equipment.
• Contribute to maintaining an efficient, welcoming and well-organised
Divisional office environment.
Reasons to use Rodeo
Start with a chat, not a search bar
Grad scheme, placement, apprenticeship? Not sure what you want yet — that's fine. Your agent talks it through with you and turns "I have no idea" into a shortlist.
It searches the market for you
Every day your agent scans the market matching roles against what actually matters to you, not just keywords on a CV.
Only hits
No noise. No "maybe this fits." Just roles with a clear explanation of why they're right — and where to focus when applying.
Key responsibilities
-
To coordinate and support routine administrative activities across the Neurobiology Division.
-
To provide a professional, customer-focused administrative service to staff, visitors and stakeholders
-
To manage competing priorities effectively whilst maintaining high standards of quality, accuracy and attention to detail.
-
To maintain confidentiality and exercise discretion when handling sensitive information.
-
To work collaboratively with colleagues across the Division, LMB and UKRI.
Working relationships:
Report to the Neurobiology DA.
Interact, advise and assist the Neurobiology HoDs, scientific staff and students, administrative staff across the LMB, UKSBS, external visitors, suppliers and service providers.
Additional information:
The Neurobiology Division is a dynamic research environment supporting world-leading scientific programmes. The postholder will play an important role in enabling the effective operation of the Division by delivering high-quality administrative support to a wide range of stakeholders.
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.
This is a rolling advertisement and may close early if sufficient applications are received. We therefore encourage interested candidates to apply as soon as possible. Interviews will be arranged on an ongoing basis as applications are reviewed.
PERSON SPECIFICATION
Education / qualifications / training required:
Essential: 5 GCSEs (or equivalent), including minimum Grade C/Grade 4 in Mathematics and English.
Desirable: Educated to A level, BTEC, HND or equivalent qualification.
Previous work experience required:
Essential: Experience providing administrative support or transferable experience gained through customer service, education, volunteering, internships, or other professional environments.
Desirable:
• Administrative experience in a busy office, laboratory or clinical
environment.
• Experience managing multiple tasks and working to deadlines.
• Experience handling confidential or sensitive information.
• Experience supporting events, meetings, travel or visitor coordination.
Knowledge and experience:
Essential:
• Ability to provide a high standard of administrative support using office
systems, equipment and technology.
• Good working knowledge of Microsoft Office applications, including Word and
Excel.
• Ability to learn and use new software systems, databases and online processes.
• Strong written and verbal communication skills with excellent attention to
detail.
• Ability to solve routine problems using established procedures and recognise
when to seek guidance.
• Ability to work independently and collaboratively within a team.
• Ability to maintain accurate records and process information carefully and
efficiently.
Desirable:
• Experience using database, HR, finance or records-management systems.
• Experience of using FileMaker or similar databases.
• Experience of using Adobe Creative Suite.
• Experience identifying and implementing process improvements.
Get help with your application
Your very own career expert that helps elevate your application to the next level.
Personal skills / behaviours / qualities:
Essential:
• Excellent organisational skills and the ability to prioritise competing
demands effectively.
• Proactive, flexible and adaptable approach to work.
• High level of integrity, discretion and confidentiality.
• Professional, approachable and responsive manner.
• Strong attention to detail and commitment to accuracy.
• Ability to communicate tactfully and effectively with a wide range of
stakeholders.
• Ability to work reliably with minimal supervision while contributing
positively to team objectives.
Desirable:
• Interest in continuous improvement and developing more efficient ways of
working.
• Confidence in suggesting new ideas and contributing to service enhancements.
CORPORATE/LOCAL RESPONSIBILITIES & REQUIREMENTS
You must at all times carry out your responsibilities with due regard to the
UKRI:
• Code of Conduct
• Equality, Diversity and Inclusion policy
• Health and Safety policy
• Data Protection policy
Job descriptions should be reviewed on a regular basis and at the annual appraisal. Any changes should be made and agreed between you and your manager.
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, the MRC and UKRI.
The role holder will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during the course of employment.
As this job does not fulfil the UK Government minimum salary criterion for
obtaining sponsored migrant worker status, we cannot apply for sponsorship for
anyone not eligible to work in the UK. At interview, all shortlisted candidates
are required to bring with them identification documents and original documents
that prove they hold or can obtain the right to work in the UK. You can check
your eligibility here: https://www.gov.uk/check-uk-visa/y.
[https://www.gov.uk/check-uk-visa/y.]
UKRI - UK Research and Innovation
UKRI is an organisation that brings together the seven disciplinary research councils, Research England and Innovate UK. Together, we build an independent organisation with a strong voice and vision ensuring the UK maintains its world-leading position in research and innovation.
Supporting some of the world’s most exciting and challenging research projects, we develop and operate some of the most remarkable scientific facilities in the world. We are pushing the frontiers of human knowledge through fundamental research and delivering benefits for UK society and the economy through world-class research, skills and business-led innovation.
More information can be found at www.ukri.org.
Choosing to come to work at UKRI means that you will have access to a whole host of benefits from a defined benefit pension scheme, excellent holiday entitlement, access to employee shopping/travel discounts and salary sacrifice cycle to work scheme. For more details, visit
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
Skills
Location