This is an ideal position for an experienced administrator who enjoys reception work and interacting with people, has good IT skills and is interested in seeing how research to improve NHS patient health and care is funded. As an Operations Administrator and Receptionist in GMG's Operations team you will:

• Be on reception at least 2 days per week (and in the office or working from home on other days)
• Support GMG's running of new research funding competitions, including organising research funding committee meetings and attending weekly progress meetings to update others
• Interact with a broad range of people at all levels of seniority, including colleagues, funding committee members, the research community and other key stakeholders
• Support Operations team members and members of other teams, with whom you'll be working closely, Work on reception (shared amongst the Operations Administration team)
• Being responsible for running a professional and welcoming reception function at least 1 day per week, with some extra cover for lunch and leave
• Answering telephone calls, taking messages and forwarding them on to the appropriate person or team
• Meeting and greeting visitors to the building and ensuring they comply with health, safety, security requirements
• Helping visitors with their onward travel, e.g. giving directions and booking taxis
• Supporting meetings, e.g. making refreshments available when external visitors attend meetings and facilities colleagues are not onsite to organise them
• Managing post arriving into the building and preparing post for collection
• Working closely with security and facilities staff
Organise virtual and in-person meetings, in particular research funding committee meetings
• Identifying suitable dates and venues, and communicating with external event managers
• Organising Zoom, Google Meet and Microsoft Teams virtual meeting links
• Booking rooms, AV equipment, refreshments, travel and accommodation for in-person meetings
• Communicating with attendees including inviting and confirming attendance, and providing meeting-related information and documentation
• Preparing meeting materials e.g. name plates, badges, signage
• Ensuring onsite meeting rooms are appropriately set up
• Supporting in-person meetings on the day, including greeting and directing attendees to onsite meetings, and making refreshments and catering available
Carry out other administrative roles involved in running research funding programmes
• Preparing and maintaining online documents, spreadsheets, mail merges and templates
• Organising, creating and managing online folders and filing structures
• Using the Research Management Database to find, check, export or update information
• Answering mailboxes and helplines
• Communicating with key internal and external stakeholders, via emails, calendar invites and in meetings
• Occasionally printing documents and organising posting and packaging
Other
• General team administration as required, e.g. supporting recruitment and training activity, updating instructions, organising team rotas