The Biochemical Society - Job Description for:

Job TitleGrants and Operations Administrator

Reports toExecutive Officer

DepartmentOperations

LocationCharles Darwin House, Roger Street, London

Overview:

Working closely with the Executive Officer, the post holder will be responsible for administering the Society’s portfolio of grants which spans the breadth of the Society’s charitable activities. Key to this role will be operationalassistance to ensure the smooth running of the Group, including supporting the secretariat function and office administration.

Responsibilities:

  • Grants administration: processing grants on behalf of the membership and education, training and public engagement teams
  • Administering the Society’s jobs board webpage to ensure it is kept up-to-date
  • Committee administration: Contribute to the arrangement of committee meetings including scheduling; managing bookings for venue, catering and accommodation;processing of committee expenses; maintaining and updating mailing lists
  • Providing support to the publishing and membership fulfilment functions to cover periods of staff absence
  • Provide general administrative assistance to the Senior Management Team as required and under approval of the EO
  • Office administration, including monitoring and procuring office resources (stationery and refreshments); distributing post; and acting as a centralised point of liaison with the building and facilities management (Charles Darwin House Ltd)
  • Other tasks and projects which may be required from time to time.

Key knowledge and skills:

  • Demonstrable experience of providing administrative services within an office environment
  • Experience of providing high-quality customer service
  • Positive personality and approach to business relationships coupled with a logical approach to thinking and organizing work
  • Good organisational and time-management skills are required, together with the ability to work under pressure and to meet deadlines
  • Track record of balancing multiple and potentially conflicting priorities
  • Detail oriented
  • Excellent communication skills (both verbal and written)
  • Reliable, discreet and confidential
  • Computer literate and proficient in Microsoft Outlook, PowerPoint, Word and Excel (intermediate level)

Desirable criteria:

  • A business administration based degree or equivalent
  • Experience using a content management system (highly desirable)

Core Competencies

Communication

Writes and speaks effectively, using conventions proper to the situation; states own opinions clearly and concisely; demonstrates openness and honesty; listens well during meetings and feedback sessions; explains reasoning behind own opinions; asks others for their opinions and feedback; asks questions to ensure understanding; exercises a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinions.

Customer Service

Listens and responds effectively to customer questions; resolves customer problems to the customer’s satisfaction; respects all internal and external customers; uses a team approach when dealing with customers; follows up to evaluate customer satisfaction; measures customer satisfaction effectively; commits to exceeding customer expectations.

Cooperation/Teamwork

Works harmoniously with others to get a job done; responds positively to instructions and procedures;

able to work well with staff, co-workers, peers and managers; shares critical information with everyone involved in a project; works effectively on projects that cross functional lines; helps to set a tone of cooperation within the work group and across groups; coordinates own work with others; seeks opinions; values working relationships; when appropriate facilitates discussion before decision-making process is complete.

Reliability

Personally responsible; completes work in a timely, consistent manner; works hours necessary to complete assigned work; is regularly present and punctual; arrives prepared for work; is committed to doing the best job possible; keeps commitments.

Quality and Quantity of Work

Maintains high standards despite pressing deadlines; does work right the first time; corrects own errors; regularly produces accurate, thorough, professional work.

Produces an appropriate quantity of work; does not get bogged down in unnecessary detail; able to manage multiple projects; able to determine project urgency in a meaningful and practical way; organises and schedules people and tasks.

Establishes high standards and measures; is able to maintain high standards despite pressing deadlines; tests new methods thoroughly; considers excellence a fundamental priority.