Operations Administrator and Receptionist - Twickenham, United Kingdom - LGC Limited

LGC Limited

Verified Company

Twickenham, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

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Description

Are you an experienced Administrator who enjoys interacting with people, being on reception and organising meetings? Are you interested in seeing how research to improve NHS patient health and care is funded?

Background

Job purpose

We are looking for an Operations Administrator & Receptionist to join the Operations Team to support the running of research funding schemes (organising funding committee meetings in particular) and to cover reception.

As such the role is primarily office based.

The role will involve interacting with a broad range of people at all levels of seniority, including LGC/NIHR colleagues, DHSC, funding committee members and the wider research community.

Key Responsibilities

Reception
Being the primary person to cover reception when the main Receptionist is away, e.g. covering for lunch, leave, working from home day, meeting attendance, project work
Providing a professional, welcoming presence in reception
Greeting visitors to the building and ensuring they comply with health, safety and security requirements during their visit
Helping visitors with their onward travel, e.g. giving directions and booking taxis
Answering the reception telephone and CCF central inbox and handling queries as appropriate
Managing post arriving at the building and preparing post for collection
Working closing with Security and Facilities staff
Meeting organisation
Identifying suitable dates and venues
Booking rooms, equipment and refreshments
Maintaining a record of invited attendees and their attendance
Booking travel, accommodation and conferences
Preparing and dispatching meeting documentation to attendees
Preparing meeting materials e.g. populating presentation templates, creating name plates, badges and other signage
Arranging disposal of confidential meeting papers
Occasional support to offsite meetings
Ensuring onsite meeting rooms are appropriately set up for committee meetings e.g. organising tables into the required format, laying out signage, water, glasses
Greeting attendees to onsite meetings and ensuring the IT team is available should they need technical assistance
Preparing and clearing up refreshments for onsite committee meetings e.g. making coffee, refilling water jugs, putting out cups and crockery, unwrapping food provided by caterers, loading/unloading dishwasher
Funding scheme administration
Answering a scheme helpline
Using research management databases to find information, validate information, import, export or update information
Creating folders and ensuring materials are saved in the right locations
Populating documents and sheets e.g. data on who has applied for funding, drafting outcome letters to applicants, populating presentations for committee meetings
Updating templates in line with any changes to branding
HTML'ing PDFs for uploading to NIHR website
Interacting with all the teams involved in running funding schemes
Supporting Operations team management, for example
Organising training courses
Maintaining team rotas
Organising team meetings
Supporting recruitment activity
Updating instructions
Providing general administrative support as required

Qualifications

Experience required

At least 12 months' experience of working in an administrative role
A minimum of 5 GCSEs (or equivalent) at grade C or above, including maths and English

Essential competencies and Behaviours

An excellent command of written and spoken English
Good computing skills including Microsoft Office and/or Google packages
Commitment to excellent customer service
Excellent interpersonal skills
Excellent communication skills, including professional telephone manner
Good planning and organising, i.e. able to plan activities and then carry them out effectively
Good attention to detail and accurate record keeping
Good team working, i.e. able to work confidently and effectively within a group
Able to act on initiative, keep colleagues updated with progress on tasks, identify opportunities and be proactive in putting forward ideas and solutions
A determination to get things done, make things happen and look for better ways of doing things
Able to manage time effectively, including managing competing demands, prioritising tasks, adapting flexibly to changes and meeting deadlines
Good verbal communication, i.e. able to express ideas clearly and confidently in speech, and vary delivery to match the specific audience
Good written communication, i.e. able to express yourself and information clearly and concisely in writing