Key responsibilities
:
• Dealing with incoming mail (paper and electronic), telephone and personal enquiries to the Director, COO and Scientific Operations Office in an efficient and professional manner, filtering where necessary.
• Keeping diaries, resolving conflicts, prioritising and rescheduling as necessary.
• Acting as first point of contact for visitors to the Director, COO and Scientific Operations Office.
• Helping members of the LMB seeking advice and directing individuals to others within the laboratory as appropriate.
• Arranging the annual LMB Seminar Series in consultation with the Seminar Committee.
• Advising on travel arrangements for visitors to the LMB and arranging hospitality for speakers and other visitors.
• Co-ordinating the annual LMB Symposium, the Christmas raffle, conference activities and other LMB-wide events such as Group Leader retreats and social activities.
• Managing meeting logistics such as booking rooms and refreshments, sending out email meeting requests and reminders and preparing and sending out meeting documentation in a timely manner.
• Liaising with attendees of internal LMB meetings ensuring papers are prepared and disseminated in good time and writing timely and accurate minutes where appropriate and ensuring actions are completed in a timely fashion.
• Managing the bookings for the Max Perutz Lecture Theatre and other internal rooms.
• Updating the LMB’s seminar/event database with both internal and external events of interest within the LMB and publicising LMB events to external organisations.
Working relationships:
This is a hands-on role and involves interactions with staff at all levels.
You will be directly responsible to the Scientific Operations Manager, who is the formal reporting officer, as part of the Scientific Operations team. You will work closely with other members of the team, covering where necessary for holidays and sickness.
You will support the Director and COO and liaise closely with senior management and other members of the laboratory.
/*generated inline style */ Person Specification 1
Education / qualifications / training required:
Essential: Education to at least A Level standard.
Previous work experience required:
Essential:
• Significant experience as a PA/administrator to an executive position, preferably in a similar role.
• Experience in the academic or public sector.
Desirable:
• Experience in a scientific environment.
Knowledge and experience:
Computer skills
Essential:
• Experience with word processing, databases, spreadsheets and electronic diaries.
Desirable:
• Experience with graphic design software such as Adobe Illustrator, PowerPoint or Canva.
Organisation and project management skills
Essential:
• Ability to plan, prioritise and organise tasks and activities to achieve clearly defined objectives and hit deadlines.
• Experience of arranging meetings and larger events such as conferences.
• Experience of diary management and scheduling.
Personal skills / behaviours / qualities:
Essential:
• Good time management skills and an ability to deal with constant interruptions and alterations to daily priorities.
• Ability to grasp issues and react to problems that arise.
• Experience of working independently and taking responsibility for own work with limited supervision.
• Effective team member willing to contribute, but respectful of the roles and experience of others.
• Excellent written and oral communication skills.
• Confident and at ease in dealing with a wide variety of people at all levels.
• Diligent with good attention to detail.
• Professional manner showing tact, diplomacy and discretion.
Desirable:
• Demonstrable commitment to continuous professional development.
/*generated inline style */