Administrator – Service Delivery Team

Administrator – Service Delivery Team

Reports to: Senior Administrator

This is a full-time, fixed term (12 months) position on Crick terms and conditions of employment.

Summary

The Administrator will play a key role in supporting the needs of the science at the Crick. As part of a team you will provide comprehensive administrative support to the science across the Institute.

The role will be pivotal in ensuring all scientists, and science related teams, at the Crick have administrative support. The role reports to the Senior Administrator and will provide general administrative support to a number of groups as well as specialist support when necessary. The role will be part of a team, working closely with other Administrators and the wider Service Delivery Team

Key responsibilities

These include but are not limited to:

• Provide general administrative support to all laboratory based staff
• First point of contact for queries from laboratory based staff and answering queries in a timely manner
• Arrange internal and external meetings (including seminars, laboratory meetings, special interest group meetings, ad hoc meetings) book meeting rooms and equipment, produce visitor itineraries and arrange reimbursements as appropriate
• Arrange UK and overseas travel and accommodation and produce concise travel itineraries for Group Leaders and their visitors
• Manage travel and expense claims according to agreed policies; process, log and track expense claims
• Delivering an admin/floor induction for new staff to the Institute liaising with managers of the laboratories
• Proactively supporting the Laboratory Heads with recruitment related tasks such as organising interviews and ensuring all recruitment documents are completed appropriately and sent to HR
• Monitoring the end dates of visiting scientists, providing the HR team with details of all starters, leavers and extensions within set deadlines
• Contribute to the review and continuing improvement of team working practices and processes
• Support the Service Delivery team with reconciliation of receipts and invoices
• Ordering goods and escalating to the Finance and Procurement team when required
• Manage/distribute all incoming and outgoing mail, including FedEx and couriers
• Taking minutes/notes in meetings, supporting Institute wide requirements
• Maintain a secure filing system and retrieve information as required adhering to GDPR regulations
• On behalf of Laboratory Heads approve sickness absence and annual leave on HR system
• To provide cover to colleagues in other parts of the Institute as necessary
• Keep notice boards (physical and electronic) up to date
• There may be a need to work flexible hours on occasion – advance notice would be given

Key experience and competencies

The post holder should embody and demonstrate our core Crick values: bold, imaginative, open, dynamic and collegial, in addition to the following:

Essential

• Previous administrative experience including complex diary management
• Proven experience of providing high level administrative support to a team of people
• Excellent IT skills and experience with Microsoft Office
• Excellent interpersonal skills with the ability to build rapport with a wide cross-section of people and maintain good working relationships
• Ability to deal with sensitive information in a confidential manner
• Well organised with a strong ability to prioritise and deliver to deadlines
• Ability to show initiative and management of own workload
• Strong problem solving skills with excellent attention to detail

Desirable

• Previous experience of working in an academic or research environment