Job Description

Administrative Assistant (LMS 2463)
Salary £36,072 - £39,405 per annum, Inclusive London Allowance
6 months fixed – term| Full Time | Location: Hammersmith London
Closing Date: 26 June 2026

Main Duties:

• Provide administrative, including reception support, to Group Heads and their teams
• Coordinate conference registrations for Group Heads and their teams, including travel, transfers, accommodation, bookings and expense claims
• Assist with the LMS International Seminar Series, WIPs and Ad Hoc Seminars, to include: devising schedules for visitors, escorting visitors on site, contacting speakers, offering travel advice and making room bookings
• Reports to head of the Research Administration team and work closely with other members of the research support team, providing effective cover during absences and covering core tasks and duties, including reception duties.
• Deal with incoming/outgoing mail including deliveries, telephone/reception duties, taking messages and relaying appropriately. Covering for Facilities when required, for example post duties, couriers
• Run the LMS’s FedEx/World Courier/Paramount courier accounts, including organising collections, chasing shipments, ordering materials and collaborating closely with Finance regarding invoices
• Raise Purchase Orders and receipt goods through LMS Procurement (for MRC and Imperial College); work closely with the Procurement department to ensure all goods are delivered and chase outstanding orders
• Submit and chase payment of invoices
• Process expense claims
• Responsible for meeting room bookings and putting updated diary schedules outside each meeting room (where required)
• Maintenance of Group notice boards and meeting room schedules
• Organise and service meetings. This includes ordering catering/delivering and at times preparing refreshments for various Group Meetings/Seminars as and when the need arises
• Ensure office is kept fully stocked of all stationery/cleaning materials/refreshments and ensuring appliances are always all kept clean and functional for all buildings
• Meet/greet visitors
• Maintain the information management system for the research groups’ programmes, handling electronic and hard-copy filing systems including the correspondence log
• Any duties and tasks as the need arises and agreed with Group Leaders
• Responsible for organising, coordinating admin meetings with all the LMS administrators, HR and Purchasing
• Participating in any ad hoc projects as the need arises

Education / Qualifications / Training required (will be assessed from the application form):

Essential:

• Minimum of 2x A-Levels Grades A – C or equivalent experience

Desirable:

• Scientific background

• Degree level education

Knowledge and experience (will be assessed from the application form and at the interview):

Essential:

• Professional experience in administration
• Experience of working in administrative and clerical support, including diary & travel management
• Proven administration skills
• Experience in coordinating events and meetings
• Proven high level customer service skills
• Proficiency in all aspects of MS Office software i.e. advanced Outlook, Word (including mail merge and formatting), Excel, PowerPoint and Adobe Acrobat Professional
• Good numerical skills and the confidence to undertake financial duties

• Excellent written communication skills with a good command of the English Language
  

  Desirable:

• Proficiency in use of PCs including conversion of documents

• Customer service experience including resolution of customer complaints

Personal skills / Behaviours / Qualities and competences (will be assessed at the interview):

Leadership

Essential:

• Assesses own strengths and weaknesses and impact on others

Desirable:

• Ability to support teams and encourage inter-team working with stakeholders and colleagues

Results Focus

Essential:

• Able to organise and priorities resources to ensure short and long term targets are met
• Be highly motivated, flexible and innovative in their approach to work
• Plans, multi-tasks & priorities own time optimally and efficiently to achieve results

Influencing

Essential:

• Ensures appropriate engagement of colleagues with stakeholders and issues

Desirable:

• Displays ability to build networks and manage a range of stakeholder interests

Critical Thinking

Essential:

• Aligns work to strategic direction and LMS objectives supporting the MRC brand profile

Desirable:

• Experience of contributing to team debate to help identify future opportunities and team development

Communication

Essential:

• Excellent verbal communication skills with a good command of the English Language
• A high level of customer service and communication skills when dealing with internal and external stakeholders

Customer Focus

Essential:

• Ability to use Line Manager and stakeholder feedback to make improvements to the delivery and administration services

Desirable:

• Experience in resolving customer complaints
• Awareness and understanding of equal opportunities and diversity

Team Working

Essential:

• Able to self-motivate when working independently, as well as part of a team
• Able to develop and encourage cross-boundary working relationships
• Values diversity and demonstrates respect for other team members
• Contributes positively to ICT and cross-functional teams and shares knowledge and skills

Additional Information:

Pleaseprovide your CV, names and contacts of two references along with cover letter describing why you are applying for this role. Please quote reference number LMS 2463

The final appointment will be subject to pre-employment screening

As this job does not fulfil the UK Government minimum criterion for obtaining sponsored migrant worker status we will be unable to apply for sponsorship for anyone not eligible to work in the UK.

Please note that applications may be reviewed by both LMS and Imperial staff

Closing date: 26 June 2026

UKRI - UK Research and Innovation

UKRI is an organisation that brings together the seven disciplinary research councils, Research England and Innovate UK. Together, we build an independent organisation with a strong voice and vision ensuring the UK maintains its world-leading position in research and innovation.

Supporting some of the world’s most exciting and challenging research projects, we develop and operate some of the most remarkable scientific facilities in the world. We are pushing the frontiers of human knowledge through fundamental research and delivering benefits for UK society and the economy through world-class research, skills and business-led innovation.

More information can be found at www.ukri.org

Choosing to come to work at UKRI means that you will have access to a whole host of benefits from a defined benefit pension scheme, excellent holiday entitlement, access to employee shopping/travel discounts and salary sacrifice cycle to work scheme. For more details, visit benefits of working for UKRI

How we support EDI in the workforce

At UKRI, we believe that everyone has a right to be treated with dignity and respect, and to be provided with equal opportunities to thrive and succeed in an environment that enables them to do so. We also value diversity of thought and experience within inclusive groups, organisations and the wider community. For further information, please visit ‘How we support EDI in the workforce’.

Disability Confident Employer

As users of the disability confident scheme, any candidate who opts into the scheme and best meets the essential criteria, will be shortlisted for interview. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

How to apply

Online applications only preferred for this role. Please submit a CV and covering letter which clearly outlines how you fulfil the criteria specified along with your motivation for UKRI and the role. Ensure that the job reference number is included in the filename description of each document uploaded. Note that failure to address the above criteria or submit an application without a covering letter may result in the application not being considered. Assessment will only be based upon the content of your submitted covering letter and CV and not the ‘experience’ section of the application.

UKRI seeks to ensure it creates and maintains a system of openness, fairness and inclusion – a collaborative, trusted environment, which is attractive to and accessible to everyone who is interested in developing their career with us.

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be rejected and internal candidates may be subject to disciplinary action.

As part of the pre-employment checks there is a requirement to undergo Baseline Personnel Security Screening. BPSS is a pre-condition of employment and failure to achieve it may mean that the employment offer is rescinded. UKRI reserves the right to run, or re-run, security clearance as required during the course of employment.