Title: Lab Administrator

Location: London, UK (on-site)

Contract: 3 months

Working pattern: Full-time (Mon-Friday – 9am to 5:20pm – 36.5 hrs/week)

Overview

The Lab Administrator plays a pivotal role in supporting the efficient operation of the Fundamental AI Research Lab by providing comprehensive administrative, operational, communications, and event support. Working closely with the Lab Director, Lab Manager, Operations Manager, and wider Training and Operations Team, the postholder will ensure the smooth day-to-day running of Lab activities while supporting academic staff, professional services staff, doctoral researchers, postdoctoral researchers, collaborators, visitors, and external stakeholders.

The role also contributes significantly to the Lab's Equality, Diversity and Inclusion (EDI) agenda and communications activities, helping to promote the Lab's research, values, impact, and engagement initiatives.

Key ResponsibilitiesAdministrative and Operational Support

• Provide high-quality administrative support to the Lab Director, Lab Manager, Operations Manager, and wider Training and Operations Team.
• Coordinate diaries, meetings, appointments, and scheduling activities across the Lab.
• Maintain and organise documentation, records, databases, and filing systems in accordance with organisational policies and procedures.
• Ensure accurate record-keeping for staff, students, visitors, projects, and Lab activities.
• Support procurement processes, including ordering goods and services, raising purchase requests, and processing expenses in line with financial regulations.
• Assist with general office administration and contribute to the effective running of Lab operations.

Meetings, Events and Stakeholder Engagement

• Organise and administer a range of meetings, workshops, conferences, and engagement activities.
• Coordinate meeting logistics, including venue bookings, agenda preparation, circulation of papers, minute-taking, and follow-up actions.
• Provide administrative support for governance and advisory meetings, including:
  • Science Committee Meetings
  • Leadership Board Meetings
  • Independent Advisory Board Meetings
  • Working Group Meetings
• Support the planning and delivery of key Lab events, including:
  • SOFAIR Kick-off Meeting
  • Vertical Applications and Science of AI Consultation Workshops
  • Summer Workshop for International Open-Source AI Teams
  • Responsible Innovation Workshop
  • Spinout Workshop
  • SOFAIR Conference
• Coordinate arrangements for visiting academics, collaborators, external speakers, and stakeholders.

Communications and Information Management

• Support the Cohort and Communications Manager with internal and external communications activities.
• Assist in maintaining Lab webpages, newsletters, mailing lists, and communication platforms.
• Prepare and distribute communications materials that promote the Lab's research activities, achievements, events, and values.
• Act as a first point of contact for general enquiries, responding directly where appropriate and redirecting requests as necessary.
• Support information management activities to ensure communications remain accurate, timely, and accessible.

Person SpecificationEssential Qualifications, Experience and Knowledge

• Minimum of 5 GCSEs (or equivalent) at Grade C/4 or above, including English Language and Mathematics.
• Educated to A-Level standard (or equivalent qualification), or equivalent relevant professional experience.
• Proven experience in an administrative role within a busy office environment.
• Experience supporting the planning, coordination, and delivery of events.

Essential Skills and Competencies

• Strong IT skills with proficiency in Microsoft Office applications, including Word, Excel, Outlook, Access, email, and internet-based systems.
• Excellent written and verbal communication skills with strong attention to detail, grammar, spelling, and punctuation.
• Outstanding interpersonal and relationship-building skills, with the ability to engage effectively with a diverse range of stakeholders, including academics, researchers, industry partners, funding bodies, professional services staff, and students.
• Ability to research, gather, analyse, and present information from various sources, including databases and online resources.
• Strong numeracy skills with the ability to interpret and present statistical information.
• Excellent organisational skills with the ability to prioritise workloads, manage competing deadlines, and work effectively under pressure.
• Ability to work independently and collaboratively as part of a team.
• Proactive and self-motivated with a strong ability to use initiative.
• Commitment to delivering high-quality customer service and administrative support.
• Ability to handle confidential and sensitive information with discretion and professionalism.

Desirable Qualifications, Experience and Knowledge

• Degree-level qualification (or equivalent).
• Experience working within Higher Education, research environments, or similar organisations.
• Experience supervising or leading staff.
• Understanding of risk identification, mitigation, and process improvement.
• Demonstrable commitment to advancing Equality, Diversity and Inclusion.
• Knowledge of EDI best practices and inclusive workplace principles.

Guidant, Carbon60, Lorien & SRG – The Impellam Group Portfolio are acting as an Employment Business in relation to this vacancy.