Operations Administrator, Francis Crick

• Previous administrative experience
• 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

• Reports to: Vijaya Patel
• This is a full-time, 12 month fixed term contract (maternity cover), on Crick terms and conditions of employment
• 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 Service Delivery Manager 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
• 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 Science Project Co-ordinators 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 scientists 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

• Closing Date: 6/Jan/2025 23.59 GMT