View Vacancy Administrator - PNAC - Biological Services Group - LMB 2538 Open Date 13/12/2024, 11:00 Close Date 12/01/2025, 23:55 Research Institute MRC Laboratory of Molecular Biology As this job does not fulfil the UK Government minimum salary criterion for obtaining sponsored migrant worker status we will be unable to 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 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 www.ukri.org Band MRC - 5 Location Cambridge Salary £29,552 - £35,346 per annum (pro-rata for part time) Contract Type Permanent Job Type Administration & Management Full Time / Part Time Full or Part Time options Job Description Overall purpose: To contribute to the smooth running of the Biological Services Group (BSG), part of the PNAC Division at the MRC Laboratory of Molecular Biology. Providing high-quality support to the Head of the BSG and the Ares Operations Manager in their execution of the leadership and management of the Group. To provide all parts of the BSG with HR and administration related support in collaboration with the LMB HR Team and the PNAC Administration Team and working with them to optimise working practices and strive for continuous process improvement. This post is based at the LMB Ares Mouse Facility, however regular visits to the main LMB building on the Cambridge Biomedical Campus will be required. Main duties/ Key responsibilities: Human Resources To provide up-to-date, routine HR policy advice to the Head of BSG, BSG Operations Manager, other managers and staff, seeking advice from the LMB HR Team for more complex issues. To ensure implementation of corporate HR policies in collaboration with LMB HR. To be accountable for the accuracy and quality of HR data for BSG staff on the Oracle system. In particular to ensure that contractual changes e.g. in-band promotions, responsibility allowances and other remunerations are processed promptly so that remuneration data on HR records are up-to-date and correct. To ensure regular tasks e.g. annual leave adjustments, probation reports, annual appraisals and family leave are processed in an efficient and timely manner. To provide support to staff on use of the corporate HR information system (currently Oracle), dealing with queries and liaising with the appropriate contacts to find solutions. To provide wellbeing support and appropriate advice for staff at all levels, maintaining confidentiality, and signposting to the available MRC/UKRI support networks. Recruitment and Onboarding To monitor and keep accurate records of BSG posts and vacancies, proactively informing stakeholders about vacant posts. To actively support recruitment by providing administrative support and guidance throughout the selection process, liaising with the LMB HR Team, recruiting managers and external recruitment agencies as needed. To be the HR representative on interview panels, ensuring policies and good practice are followed. To manage the staff onboarding process to ensure all requirements are met (e.g. right to work checks) and appropriate resources (e.g. PPE) are available. Keep accurate records for staff, visitor and contractor inductions. To oversee management of processes for visiting workers, work experience and temporary worker positions. Finance To monitor budget spends for staff training and conference attendance, advising the Head of BSG and Ares Operations Manager regularly on the status of the available budget. To oversee spending on office consumables and stationery to providing updates on monthly spend to the BSG Operations Manager to ensure efficiency. To manage equipment provision and purchase for the BSG Admin Office. General Administration To coordinate and schedule meetings on behalf of the management team. Support the team through accurate and efficient minute taking as necessary. To liaise with Health and Safety to ensure regular health surveillance for all BSG staff is undertaken. To ensure accurate and complete records are kept as required including on databases in full compliance with the Data Protection Act and other statutory requirements. To keep up-to-date with changes in corporate policies and practices and disseminate to managers and staff as appropriate. In liaison with LMB HR, divisional administrators and managers ensure that communication to BSG staff is effective and consistent with other LMB departments. To liaise with other LMB teams e.g. HR, Health and Safety, to ensure Ares has adequate provision of Fire Marshals, First Aiders and Mental Health Aiders. Working relationships: You will report directly to the Ares Operations Manager. You will need to develop excellent working relationships with the Head of the BSG, other BSG Managers and all BSG employees as well as external groups, visiting workers and contractors. You will work closely with the PNAC Divisional Administration Team and the LMB HR Team. Attendance of in person meetings and virtual meetings will be required on a regular basis. You will have formal line management of the BSG Assistant Administrator, providing them with support and guidance to help them develop in their role. You will liaise with UKSBS and UKRI on a regular basis to solve queries. This is a hands-on role and involves interactions with staff at all levels. Person Specification Education / qualifications / training required: Essential : Education to at least A' Level standard or equivalent experience Desirable: HR qualification Educated to degree level Has completed MRC panel interview training course Previous work experience required: Essential: Significant experience in a varied administrative role Experience of providing high quality customer service Desirable: Administrative experience working in the public sector or in a scientific environment Previous line management experience Knowledge and experience: Essential: Ability and experience to know when to escalate HR issues to the HR team Extensive experience of using Word, Excel, email, databases and electronic diaries Experience of working independently, without close day-to-day supervision, and taking responsibility for own work Experience of working with, and confident in interactions with, senior staff Desirable: Experience in an HR role or experience providing assistance to such a role Competence in using integrated corporate IT systems e.g. Oracle Personal skills / behaviours / qualities: Time management: Essential: Ability to plan, prioritise and organise tasks and activities to achieve clearly defined objectives and hit deadlines Good time management skills and an ability to deal with constant interruptions and alterations to daily priorities Ability to answer queries in a timely manner Verbal and written communication skills: Essential: Excellent written and verbal communication skills, succinctly conveying clear and accurate information, capturing fine details and ensuring consistency Excellent interpersonal skills with the ability to build effective working relationships with others Ability to use tact, maintain confidentiality, and seek co-operation even in difficult circumstances Ability to deal with difficult situations and, with suitable support, able to determine appropriate actions and then to carry these through Ability to deal with staff of all levels Ability to forge good collaborative relationships both within the LMB and externally (e.g. UKSBS) Other skills: Essential: Good numeracy skills Has a positive and proactive approach Ability to use initiative when required Demonstrable commitment to continuous professional development Further Information 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 Applications from candidates looking for part-time hours (minimum 28 hours per week) or a job share will be considered. Following completion of training, we can consider informal hybrid working arrangements, with up to 1 day working from home per week. The MRC is a unique working environment where scientific researchers and professional support staff can actively partake in world class innovation and collaboration opportunities and their skills and knowledge through accessing a wide catalogue of training & development, including professional registration with the Science Council. In addition, MRC (part of UKRI) provides its community of employees access to a whole host of useful benefits, including a defined benefit pension scheme and excellent holiday entitlement (30 days plus 2.5 privilege days & 8 bank holidays), family friendly policies (6 months full pay maternity & adoption leave), a range of shopping/travel discounts, access to our Employee Assistant Programme Scheme, Health and Wellbeing Support and a salary sacrifice cycle to work scheme. Please follow this link to find out more - Benefits Our success is dependent upon our ability to embrace diversity and draw on the skills, understanding and experience of all our people. We warmly invite people from diverse backgrounds and heritage, including people who identify as having a disability, to apply for a role that excites them. As "Disability Confident" employers, we guarantee to interview all applicants who have disclosed they have a disability and who meet the minimum criteria for the vacancy. UKRI supports research in areas that include animal health, agriculture and food security, and bioscience for health which includes research on animals, genetic modification and stem cell research. Whilst you may not have direct involvement in this type of research, you should consider whether this conflicts with your personal values or beliefs. We will conduct a full and comprehensive pre-employment check as an essential part of the recruitment process on all individuals that are offered a position with UKRI. This will include a security check and an extreme organisations affiliation check. 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.