University of Dundee

Administrative Assistant

Unit: 
Medical Research Council Protein Phosphorylation and Ubiquitylation Unit
Job Reference: 
SLSC0453
Closing Date: 
Friday, August 17, 2018
Salary: 
Grade 4 (£19,202 - £22,017)

The MRC PPU is seeking to appoint a highly motivated, enthusiastic and professional individual for the position of Administrative Assistant within the School of Life Sciences, University of Dundee.

Reporting to the MRC PPU Manager and the MRC PPU Senior Administrator, the post holder will be an integral member of the MRC PPU admin team, providing high quality administrative support to a number of Principal Investigators and their groups. This is an excellent opportunity to join a dynamic environment that is internationally renowned as a centre of excellence.

Principal Duties: 
• Provide administrative support to a number of Principal Investigators (PIs) and their groups:

- schedule meetings and events, book rooms and organise catering

- co-ordinate travel arrangements and process invoices and expenses

- update webpages as necessary

- other miscellaneous duties as required



• Provide recruitment support to a number of Principal Investigators (PIs):

- liaise with University of Dundee Human Resources to generate job adverts, request references and arrange interviews

- co-ordinate arrival/induction of successful candidates



• Work closely with the PI co-ordinating the MRC PPU PhD programme to provide full administrative support to the programme:

- co-ordinate PhD recruitment advertising, process applications and request references/arrange interviews

- act as first point of contact for the MRC PPU PhD programme and respond to general enquiries, liaising with University of Dundee/School of Life Sciences PhD offices as required

- arrange vivas and MSc to PhD transfers

- co-ordinate all internships/summer students

- maintain and develop databases of all students (PhD, MSc and undergraduate visitors)



• Maintain database of MRC PPU publications, and ensure compliance in Research Councils UK (RCUK) and University of Dundee Open Access policies and procedures

• Co-ordinate ResearchFish data gathering

• Organise and maintain effective and accurate paper and electronic filing systems

• Provide cover when required for other administrative staff within the MRC PPU

• Other general administrative duties in line with the grade and role

Knowledge and Experience: 
• Excellent organisational and multitasking skills

• Proficient in Microsoft Office and Endnote, experience using PC and Mac

• Experience updating and maintaining webpages

• Ability to take minutes and keep accurate records of meetings when required

• Able to deal confidently with sensitive and confidential information

• Willing to undertake training to improve skill base and adapt to changing circumstances



Skills:

• Confident in managing own time and workload, meeting deadlines and prioritising work. Able to work on own initiative

• Flexible, able to respond promptly and positively to regular interruptions to work flow

• Able to build and maintain mutually beneficial relationships with other organisations and individuals

• Excellent problem-solving skills

• Capable of working to a high level of accuracy and reliability even under pressure, and with the capacity to learn quickly

• Excellent written and oral communication skills

• Strong interpersonal skills - able to communicate in a professional, friendly, open and constructive manner

The position is full-time (36.25 hrs per week) and available immediately. This post is for a fixed-term period of 3 years

Note:

1. The duties of the post outlined above are not exhaustive, and the post holder will be expected to be co-operative and flexible, undertaking such other duties as may reasonably be required of a member of administrative/secretarial staff in a university

2. These duties will be subject to review in line with the changing requirements of the Unit, and with the development needs of the post holder as identified through regular review/appraisal processes
 
 

The diversity of our staff and students helps to make the University of Dundee one of the top universities in the UK. Family friendly policies, staff support networks for BME and LGBT staff, membership of Athena Swan and Stonewall, as well a full range of disability services, create an enjoyable and inclusive place to work.