John Innes Centre
Sainsbury Laboratory
Earlham Institue
Quadram Institute Bioscience
The NBI Partnership provides non-scientific support services to the Norwich Bioscience Institutes

Vacancy Details: Administrative Officer

To apply for this job

  • Either
    • Download, Save and Complete a copy of the application form using Microsoft Word
    Or
    • Prepare a copy of your CV that contains all the information requested in the application form
  • Submit your application document (single file in word or acrobat format) together with your Personal details, Referees and Equal Opportunities Monitoring data

NBI Partnership

The NBI Partnership provides non-scientific services to the John Innes Centre (JIC), Quadram Institute Bioscience (QIB), Earlham Institute (EI) and The Sainsbury Laboratory (TSL). All of these organisations carry out scientific research funded by the UK Government, European Union, Charitable and Industrial Sponsors. The Partnership employs around 150 staff to cater for the needs of approximately 1500 Research Staff, Students and Visiting Scientists who are all located in close proximity on the Norwich Research Park.

The John Innes Centre, Quadram Institute Bioscience, the Earlham Institute and The Sainsbury Laboratory are registered charities (No’s 223852, 1058499, 1136213 and 106550) and are Equal Opportunity Employers..

disability confident employer

Post Number1003374
Job TitleAdministrative Officer
Closing Date25 Jan 2018
GradeSC7
Starting Salary£24,300 - £29,750
Hours per week 37
Expected/Ideal Start Date 01 Feb 2018
Months Duration Indefinite
Main purpose of the job The Adminstrative Officer is part of the admin team, responsible for the provision of an efficient and professional service in support of the administration of all research grant submissions and research related contracts. This involves responsibility for completion of forms to funders, entering grant submissions and associated data/documents onto the in house project management system, use of funder portals to handle starting certificates for awards and award announcements, periodic and final reporting to funders, grant changes, and the administrative requirements for closure of grants at completion and provision of reports/reporting on grants activities and research outputs. The job requires direct liaison and problem solving with the research scientists, colleagues in Finance and HR and senior colleagues in the Research Contracts team.

Department Contracts
Group Details This post will work in the busy Research Contracts office at the NBI Partnership Ltd. The NBI Partnership Ltd provides services to the internationally renowned Norwich BioScience Institutes; The John Innes Centre, Earlham Institute, Quadram Institute Bioscience and The Sainsbury Laboratory, all based at the Norwich Research Park, Colney, Norwich, whose combined annual turnover is £69m.

The Research Contracts office is a facilitator for scientists to successfully procure funds from a wide variety of sponsors including RCUK and the EU and to support the administrative management projects.  The Office assists with preparation of all grant submissions, adding value and quality to maximise the chance of success.   Working closely with colleagues in Finance and Human Resources, the Research Contracts team offers support in the administration of proposals that have been selected for funding. It negotiates and administrates all externally funded grant contracts as well as confidentiality, consultancy, consortium and material transfer agreements, to protect the institutes and ensure freedom to operate. The office provides strategic advice on policy, income generation and bidding strategies and financial sustainability.
Advert Text Administrative Officer

We currently have an exciting opportunity for an Administrative Officer within our Research Contracts Office.

Background:

This post will work in the busy Research Contracts office at the NBI Partnership Ltd. The NBI Partnership Ltd provides services to the internationally renowned Norwich BioScience Institutes; The John Innes Centre, Earlham Institute, Quadram Institute Bioscience and The Sainsbury Laboratory, all based at the Norwich Research Park, Colney, Norwich, whose combined annual turnover is £69m.

The role:

The Administrative Officer will work as part of a team to provide an efficient and professional service in support of the administration of all research grant submissions, project acceptance, activation, management and closure and research related contracts. As well as working closely with Contracts office colleagues, the post holder will liaise with Research Leaders across the Institutes and colleagues in Finance and HR.. The role will involve , independent management of workflow, document and data management on the in-house project management system, dealing with correspondence, working with funder portals, maintaining and providing data for reporting and forecasting purposes.

The ideal candidate:

To be considered for this role, candidates must be educated to Degree level or equivalent and have previous experience of working to deadlines in a busy administrative environment. They will be self-motivated, conscientious, and highly proficient in Microsoft Office programmes and possess excellent communication and interpersonal skills.

Additional information:

Salary on appointment will be within the range £24,300 to £29,750 per annum depending on qualifications and experience. This is a fulltime post on a permanent basis. To be considered for this role, candidates must either complete the application form in full or supply a CV AND covering letter (CVs without covering letters will not be considered)

For further information and details of how to apply, please visit our web site http://jobs.nbi.ac.uk/ or contact the Human Resources team on 01603 450462 or nbi.recruitment@nbi.ac.uk quoting reference 1003374.

As a Disability Confident employer, we guarantee to offer an interview to all disabled applicants who meet the essential criteria for this vacancy.
Key relationships Key relationships will include:
Contracts Team colleagues
Finance and HR colleagues
Project Leaders and Research Leaders across the institutes
Graduate School Office
Administrative staff in funder organisations, eg RCUK and EU
Main Activities & ResponsibilitiesPercentage
Administrative activities in support of the submission of research grant applications, and once funded post award project and contract management including project acceptance, activation and closure. This requires liaison with researchers, colleagues in Research Contracts, Finance and HR.55
Input, e-filing and management of grant and contract information and milestones on the in house project management system to manage projects and provide data for reporting and forecasting purposes.30
Provision of support to Project Managers in the team, assisting them with elements of submissions and reporting to sponsors.10
As agreed with line manager, any other duties commensurate with the nature of the role.5

Education & QualificationsRequirementImportance
Educated to Degree level or equivalentEssential

Specialist Knowledge & SkillsRequirementImportance
Highly proficient in use of Microsoft Office including Word, Outlook and Excel Essential
Working experience of electronic records systems and portalsEssential
Ability to work accurately to tight deadlines.Essential
Ability to balance a range of competing demands and work under pressureEssential
Problem solving skillsEssential
Manipulation of data in excel and microsoft access to generate reportsDesirable

Relevant ExperienceRequirementImportance
Experience of working in a busy administrative environmentEssential
Experience working in a customer orientated environmentEssential
Significant experience of using email for communication.Essential
Knowledge of research grants and contracts administrationDesirable

Interpersonal & Communication SkillsRequirementImportance
Enthusiastic and personable team player. Takes responsibility for getting things done as part of a team.Essential
Flexible with a professional attitudeEssential
Good interpersonal skillsEssential
Excellent communication skills, both written and oral. Essential
Ability to actively listen and communicate information clearly and effectively.Essential
Ability to work conscientiously and independently with attention to detail.Essential

Additional RequirementsRequirementImportance
Promotes equality and values diversityEssential
Willing to take on new tasks/adopt new approaches as required as appropriate to job role.Essential