Assistant Divisional Administrator | Neurobiology | Neurobiology Divisional Office | LMB

£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

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.

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…