Office Administrator

LifeArc; City of Edinburgh; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking an Office Administrator to enhance the operational efficiency of their Edinburgh office. This role involves being the first point of contact for visitors, managing reception duties, and supporting various administrative tasks. The ideal candidate will possess strong organizational skills and a customer-focused approach, ensuring a welcoming environment for both staff and visitors. Join a team dedicated to making a positive impact in the life sciences sector, where your contributions will help improve patients' lives. This position offers a supportive and inclusive workplace culture that values growth and collaboration.

Benefits

Employer pension contributions up to 12%

Private health insurance

31 days annual leave plus bank holidays

Flexible benefits options

Qualifications

• Strong administrative experience in a facilities management environment.
• Competent user of Microsoft Office suite and financial management software.

Responsibilities

• Coordinate operational needs and maintain a comfortable workspace.
• Assist with financial administration and manage office supplies.

Skills

Administrative Experience

Customer Service Skills

Relationship Building

Document Management Systems

Microsoft Office Suite

Financial Management Software

Tools

Coupa

Agresso

Job description

LifeArc Edinburgh, Scotland, United Kingdom

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LifeArc Edinburgh, Scotland, United Kingdom

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Direct message the job poster from LifeArc

Agencies: We will only work with recruitment partners on our preferred supplier list and will not engage with speculative CVs submitted.

LifeArc, we want to hear from people who are as passionate as we are about making life science life changing that can improve patients’ lives.

A bit about the role:

To maintain a comfortable and efficient workspace for all and coordinate operational needs of Edinburgh teams. Act as the first point of contact for visitors and support all teams with office admin and provide support to Facilities Coordinator on delegated tasks or to cover absence.

• Main reception for the Edinburgh site: Assist internal and external visitors (visitor passes, show them around site, local transport booking, refreshments), manage site calendar, organisation of security passes and induction materials for new staff, site tours, etc.
• Support Facilities Coordinator as required with office facilities tasks
• Management of communal facilities, equipment, and stock: Ensure facilities/utilities are clean, tidy, regularly serviced and fit for purpose, track, and replenish office and kitchen supplies, etc
• Assist Comms/HR with local event: Maintain the central booking system records for meeting rooms and service meeting requirements for refreshments, catering, and clean up
• Coordination of facilities contractors: Booking scheduled and reactive works, raise purchase orders for renewal of service contracts and reactive works, point of contact to contract managers, service report admin, etc
• Coordination of operational needs of site teams with other functions to manage and optimise work environment, implementing improvements as required
• Financial administration: Raising and receipting PO’s via Coupa finance system, use of company credit card, order of services and supplies for all departments as required
• Effective and timely communication of site/operational updates and information to Edinburgh staff
• Administrative support to site teams as required: Document administration, conference booking, travel booking support, site related document updates, etc
• Actively engage with counterparts in the local science ecosystem to identify opportunities to raise LifeArc’s profile and participate in local events
• Solve straightforward routine problems.
• Refer complex problems to line manager to give direction
• Follow a work plan with day-to-day decision making
• Impact of decisions is immediate and any resulting issues arising are generally short term (1 day)
• Interactions are highly transactional and straight-forward with internal and external contacts

Experience required:

• Strong administrative experience
• Experience of working within a facilities management and reception/customer facing environment
• Exhibit good relationship building skills to achieve positive customer service outcomes
• Experience working in Life Science related workplace but not essential
• Experience using a document management system
• Competent user of Microsoft Office suite
• Experience using financial management software, e.g., Agresso, Coupa

About us:

LifeArc is a not-for-profit life science organisation, leading the way for change in rare diseases in the UK and supporting promising initiatives in global health. We seek out research in areas of unmet need that has great potential, providing support to help it become breakthroughs that change lives.

What we can offer you:

Focused on finding life changing solutions for underserved patients, our people thrive in an inclusive, and supportive environment that prioritises their health and wellbeing. Our multidisciplinary approach guarantees our people growth opportunities, while our culture of innovation and collaboration drives the impact we make delivering on our purpose of ‘putting patients at the centre of everything we do’.

We are dedicated to creating a diverse, flexible, equitable and happy work environment so our colleagues can thrive as their truest selves. We act with courage, curiosity, care & commitment to deliver quality & excellence for our patients and each other Join us, and you’ll be given the scope to develop your professional skills and experience in a safe, supportive and challenging environment

Salary will be determined by qualifications and experience along with other exceptional benefits. Because we understand everyone has different requirements, our flexible benefits allow you to choose those which are important to you. Our pension scheme offers employer contributions of up to 12%, private health insurance, and annual leave of 31 days PLUS bank holidays.

Don’t meet every single requirement? Studies have shown that women and people from minority ethnic backgrounds, for example, are less likely to apply to jobs unless they meet every single qualification. At LifeArc we are dedicated to building a diverse, inclusive, and authentic workplace, so whatever your background or lived experience, if you’re excited about this role but your experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. Our top priority is finding the best candidate, and you may be just right for this or other roles.

We all have potential. At LifeArc, you’ll discover what you can really do with it.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Temporary

Job function

• Job function

  Administrative

• Industries

  Pharmaceutical Manufacturing and Biotechnology Research

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