Centre Administrator

ABOUT UCL

The Division of Biosciences at UCL is one of the world’s foremost centres for research and teaching in the biological sciences. We have an outstanding international reputation and a community of over 500 staff and more than 300 PhD students engaged in cutting edge research and collaboration.

Further information can be found on our website https://www.ucl.ac.uk/biosciences

Research Department of Genetics Evolution & Environment

Genetics Evolution & Environment (GEE) is one of the University’s most prestigious research departments.

We are an internationally leading research department, with five research centres carrying out transformative research in evolution and ecology, ageing and genetics; from conflict within genomes and between the sexes, to the evolution of life history strategies, evolutionary conservation of biological drivers of ageing, and the responses of genes, genotypes and populations to environmental variation.

The Centre for Biodiversity and Environment Research (CBER)

CBER was established in 2013 as a world leading centre of excellence for the study of the impact of rapid environmental change on biodiversity, how species are adapting to anthropogenic change, and how the degradation of nature impacts people and society. The centre is a vibrant research and training hub, with over 20 core academic and teaching staff and senior research fellows, ~20 postdocs, and ~40 PhD students.

The centre leads undergraduate teaching in Biodiversity and Conservation, and runs several MRes and MSc programmes. The centre has a record of engagement and equality activities, and has strategic partnerships with organizations including the Zoological Society of London and Natural History Museum.

CBER has also recently expanded into a second site with the establishment of the People and Nature Laboratory at UCL’s new campus within The Queen Elizabeth Olympic Park, Stratford (UCL East).

ABOUT THE ROLE

The role provides dedicated executive support, undertaking a wide range of administration support and organisational activities within the a Centre of Biodiversity and Environment Research in one of the Division of Biosciences’ Research Departments.

The post holder will work closely with the Centre Director, academic and research staff and Divisional professional services teams, as well as other colleagues across the Faculty and beyond.

The post holder will take an active role as a member of a number of committees and working groups associated with the Centre, Research Department and wider Division, providing administrative support (coordinating agenda, contacting attendees, booking rooms and refreshments, minute taking etc.) and occasional project work.

The Centre Administrator will primarily be aligned to CBER. However, depending on resource needs in other areas of the Division or Faculty, the postholder may be required to move to an alternate area, either temporarily or permanently, to undertake the equivalent role within UCL.

KEY DUTIES AND RESPONSIBILITIES

The post holder will provide a first point of contact for CBER and assist with day to day administration as well as play a role in coordinating activity, working with the Executive Assistant for the relevant Department.

They will work in collaboration with the Divisional Manager and Centre Director to support the successful administration and operation of the Centre and provide PA support to the Centre Director.

• Act as a first point of contact for the Centre, answering queries or directing them on as appropriate. This includes liaising and networking with other staff in equivalent roles in UCL to form relationships to support future collaboration and share best practice.
• Assist with arranging a wide range of meetings and committees including management meetings and any other meetings relating to the Centre ensuring accurate minutes are taken.
• Provide part-time administrative support for the Centre for Ecology and Evolution (CEE).
• Provide PA support to the Centre Director as needed, including diary management and travel arrangements.
• Provide day to day support to Centre staff relating to all administrative processes including contributing and suggesting ideas for the improvement and development of the support functions.
• As required provide support for Divisional activities.
• Raising of purchase orders and expenses claims on behalf of the Centre Director.
• In conjunction with the Division’s Professional Services teams, coordinate HR, IT, Finance, Facilities and Estates administration for the Centre.
• Keep staff up to date in respect of relevant Faculty and UCL policies and regulations i.e. finance regulations, recruitment policies and similar.
• Maintain a good working knowledge of UCL, Faculty and Divisional policy and procedures, advising colleagues as necessary and referring to others when required.
• Provide cover for colleagues in other areas during busy periods or when staff are absent.
• Maintain a record of active projects and submissions to Research Councils, donors etc.
• Develop and maintain a database of Centre contacts as required.
• Work with colleagues to publicise Centre activities, providing relevant information to external partners, organising activities and preparing promotional materials in close collaboration with the FLS Marcomms team.
• Assist with the design and maintenance of the Centre’s web pages and any social media accounts in conjunction with the FLS Marcomm team.
• Assist with the organisation of Centre events including, conferences, seminars and workshops.

Other duties

• The post holder will be expected to work flexibly and cooperatively in support of the Centre Director and other colleagues in the Centre, Research Department and Division as needed, and on occasion work extended hours when required.
• Support and/or provide cover in other areas during periods of absence including with peaks in workload in other areas.
• The post holder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager, Divisional Manager or other appropriate colleagues.
• The post holder will actively follow and promote all UCL policies including those on Equality, Diversity and Inclusion
• The post holder will maintain an awareness and observation of Fire and Health & Safety Regulations.

We are seeking a proactive and experienced administrator, someone who enjoys working on their own initiative and also as part of a team.

You will be educated to A-Level standard (or have equivalent relevant experience) and experience working in the Higher Education sector is highly desirable.

You will have excellent verbal and written communication skills, excellent organisation skills and the ability to work supportively and collaboratively as part of a team as well as working independently.

You will ideally have a general interest in biodiversity and the environment.

ESSENTIAL CANDIDATE REQUIREMENTS

Qualifications, experience and knowledge

• Educated to A level standard, or equivalent, or substantial relevant experience

Skills and abilities

• Good working knowledge of MS Office, particularly Excel, Word, Outlook and web based platforms.
• Excellent verbal and written communication skills (including accurate grammar, spelling and punctuation).
• Excellent interpersonal and networking skills with the ability to relate to a wide variety of people.
• Ability to research and extrapolate information using the internet and databases.
• Ability to collate and present information to inform reports for a variety of uses.
• Good numeracy skills with the ability to present and interpret statistics.
• Proven ability to work effectively under pressure, manage workload and prioritise tasks effectively.
• Ability to work supportively and collaboratively as part of a team as well as working independently.
• Ability to motivate self and others.
• Ability to use initiative and be proactive in dealing with workloads.
• Commitment to high quality service provision.

Personal Attributes

• Helpful, cooperative and can-do approach.
• High standards of presentation and the ability to relate easily to people from a wide variety of different cultures and backgrounds
• Commitment to UCL’s policy of equal opportunity and the ability to work harmoniously with colleagues and students of all cultures and backgrounds
• Flexible and adaptable, and willing to adopt additional responsibility and learn new skills, completing additional training when required

Desirable Criteria

• Knowledge and understanding of current influences on the higher education sector.
• Previous experience working in the HE sector

Location: Bloomsbury Campus / hybrid working

Please review the job description carefully, paying particular attention to the Essential and Desirable criteria, and ensure these are covered in your application.