Senior Administrator (Divisional Administrator) - Structural Studies - LMB 2597

Open Date
04/04/2025, 08:00
Close Date
24/04/2025, 23:55
Research Institute
MRC Laboratory of Molecular Biology
Research Institute / Unit Information

The MRC Laboratory of Molecular Biology (LMB) is one of the birthplaces of modern molecular biology and has played an important role in the development of many new techniques, most notably protein crystallography, cryo-electron microscopy, DNA sequencing and monoclonal antibodies. The LMB has a clear goal of understanding biological processes at the molecular level, with the ultimate aim of using this knowledge to tackle specific problems in human health and disease. We aim to tackle difficult, long-term problems, which often require investment over many years.

There are four scientific Divisions - Structural Studies, Protein and Nucleic Acid Chemistry, Cell Biology and Neurobiology. However, scientific collaboration between the different Divisions is extensive. Scientists are well supported by excellent scientific facilities and by the LMB Operations Group which maintains the core infrastructure and services of the institute.

The LMB provides an unsurpassed environment for both new and established researchers. Scientists are drawn to the LMB from all over the world, thus creating a lively and international community for the exchange of ideas and technical innovation.

UK Research and Innovation is a new entity that brings together nine partners to create an independent organisation with a strong voice for research and innovation, more information can be found at

Band
MRC - 4
Location
Cambridge
Salary
£36,196 - £39,463 per annum
Contract Type
Permanent
Job Type
Administration & Management
Full Time / Part Time
Full Time
Job Description

Overall purpose:

To provide proactive support to the Heads of the Structural Studies Division at the MRC Laboratory of Molecular Biology (LMB) in their execution of the leadership and management of the Division.

To support the needs of the researchers within the Division in an efficient and effective way, whilst also paying due attention to corporate requirements.

To manage the Divisional Office, ensuring it is responsive to the needs of members of the Division.

To have primary responsibility for HR and financial management and administration for the Division and for decision-making associated with specific aspects of these functions. To be accountable for the quality of advice and guidance given in these areas, proposing or executing solutions to problems wherever possible.

To work collaboratively with the wider administrative team supporting the work of the LMB to ensure efficient and effective services and support.

The official title internally for this role is Divisional Administrator and this will be reflected in the contract of employment for the successful candidate.

Main duties/ Key responsibilities:

HR

• Provide HR policy advice to Heads of Division and Group Leaders, seeking expert input and interpretation from LMB HR Advisors as necessary.
• Ensure Divisional dissemination and implementation of corporate policies, updates and Staff Bulletins as circulated by LMB HR.
• Manage, end-to-end, the hiring of senior positions that report directly to the Heads of Division, providing them with advice and guidance regarding the process and related policy and coordinating all aspects of the recruitment for these Programme Leader and Programme Leader Track vacancies.
• Authorise recruitment campaigns on behalf of the Heads of Division, providing advice and guidance to recruiting managers on job descriptions and person specifications.
• Oversee all HR processes within the Division including but not limited to, recruitment, liaising with HR on immigration issues, inducting new starters, managing the probation process, processing contractual changes, recording sickness and Fit Notes, submitting annual leave adjustments, special leave requests and flexible working requests, processing awards and allowances and administering leavers.
• Manage the annual appraisal process within the Division, ensuring high quality appraisals and reporting.
• Manage all administrative procedures relating to visiting workers in the Division. This will include liaising closely with LMB HR Advisors regarding immigration implications and the LMB Finance Office regarding funding, as well as induction and ongoing contract management.
• Manage Divisional responsibilities in respect of students, liaising closely with the LMB Postgraduate Office.
• Manage a variety of databases for the Division including but not limited to, HR information, stores cards, research projects and the internal telephone directory.
• Be fully accountable for the quality and accuracy of HR data in respect of all members of the Division, ensuring resolution of queries on the corporate Oracle system directly with UKSBS.
• Identify and deal with any HR concerns proactively so that they do not escalate into larger issues, seeking HR advice where appropriate.

Finance

• Manage the salary budgets for the Divisional science posts (including on-costs), compiling the annual forecasting and re-forecasting of staffing and salaries. Review finance reports to check salary assignments are correct and provide details of variance from salary plans monthly, to meet the corporate timetable.
• Manage the Divisional consumables budget, compiling the annual forecasting and re-forecasting of science consumables expenditure. Monitor monthly spend on behalf of the Heads of Division and advise them about any management actions required. Provide headline information on changes to consumable expenditure to the LMB Finance team.
• Ensure grant applications and other external applications are calculated and completed in compliance with requirements, liaising closely with the LMB Finance Office.

Other key administrative functions

• Organise your workload in such a way as to meet a variety of monthly and annual corporate reporting requirements, for example the Quinquennial Review, Researchfish, the Intramural Review and Executive Committee reports. Ensure all exercises are managed to deadline and are of suitable quality.
• Keep up to date with changes in corporate policies and practices and ensure their smooth transition into the Division.
• Ensure accurate and complete record keeping at Divisional level as required, and in full compliance with the Data Protection Act and other statutory requirements.
• Support members of the Division with their local and international travel plans.
• Schedule and minute the Structural Studies Committee Meetings.
• Ensure Divisional Office equipment remains serviceable and that recommendations for replacement, upgrade etc. are brought forward, with an argued business case, as required.
• To undertake specific projects, as required, within the Division and the wider LMB.

Working relationships:

You will report to the Heads of Division.
You will advise and assist Group Leaders and other members of the Division.
You will interact extensively with the LMB HR and Finance teams, other administrative staff in the LMB, and within UKSBS.
You will manage the Assistant Divisional Administrator.
You will be professionally accountable to the LMB Chief Operating Officer for the quality of provision of corporate functions, and for carrying out Divisional aspects of LMB-wide activities.

Person Specification

Education / qualifications / training required:

Essential:
• Educated to degree level (or equivalent through experience).

Desirable:
• HR, finance or management qualification.
• Formal IT training or IT qualification.

Previous work experience required:

Essential:
• Significant experience in a complex and diverse administrative role.
• Experience in a role that includes HR responsibilities.
• Experience of working independently in a fast-moving environment in which high quality administrative support is relied upon in situations where senior management advice is not always available.
• Experience of managing and developing staff, including the ability to delegate.
• Experience of dealing with staff at all levels.

Desirable:
• Experience in the academic or public sector or in a scientific environment.
• Experience in a role with financial responsibilities, including budget management.

Knowledge and experience:

Essential:
• Knowledge of HR policies and experience of dealing with HR issues, knowing when to escalate issues to HR specialists.
• Good numeracy skills and adequate expertise in the use of spreadsheets and databases.
• Experience of organising meetings and taking minutes.

Desirable:
• Experience of drafting reports, or elements of reports, for external consumption.
• Experience of managing specific projects and event management.

Personal skills / behaviours / qualities:

Essential:
• Excellent written and verbal communication skills.
• Excellent interpersonal skills with the ability to build effective working relationships with others both within the Division and externally (e.g. UKSBS, HR, Finance).
• Effective team member willing to work collectively to deliver more effective solutions or processes, but respectful of the roles and experience of others.
• Highly organised and competent with the ability to prioritise work against changing priorities, dealing with many situations and problems simultaneously and answering queries in a timely manner.
• Ability to work to tight deadlines and provide accurate information.
• Good analytical, risk-based problem-solving skills . click apply for full job details