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: Facilities Office Administrator

To apply for this job

  • Download, Save and Complete a copy of the application form using Microsoft Word
  • Submit a CV with a supporting statement that clearly demonstrates how you meet the essential requirements in the job description selection criteria.
    If this is not provided your application may not be progressed.

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 Number1003451
Job TitleFacilities Office Administrator
Closing Date22 Apr 2018
Starting Salary£24,300 - £27,000
Hours per week 37
Expected/Ideal Start Date 01 Jun 2018
Months Duration Indefinite
Main purpose of the job The main purpose of the role is to provide effective administration of the Facilities Office, manage document systems and databases to enhance the delivery of Facilities services to the Institutes (JIC, EI and TSL).
Department Facilities
Advert Text Facilities Office Administrator
(£24,500 - £27,000 p.a. depending on qualifications and experience)

NBI Partnership provides support services to world leading scientific research Institutes based at the Norwich Research Park.

The successful candidate will undertake a range of administrative tasks, including managing document systems and databases, to support the delivery of the facilities service.

Essential requirements for this role are:
•     Significant administrative experience,
•     A proven track record of implementing and maintaining administrative / electronic records systems and the production of professionally formatted reports and data,
•     Excellent interpersonal, organisational, communication and computer skills.

Please ensure you provide information alongside your CV or through your application form that clearly demonstrates how you meet the essential requirements of the post.

For further information and details of how to apply, please visit our web site or contact Human Resources, NBI Partnership, Norwich Research Park, Colney, Norwich, NR4 7UH, UK, 01603 450462 quoting reference 1003451.

As a Disability Confident employer, we guarantee to offer an interview to all disabled applicants who meet the essential criteria for this vacancy.

The closing date for applications will be 22 April 2018. Please note that we reserve the right to close this vacancy at an earlier date.

Key relationships Internal: Head of Facilities and the management team and staff within Facilities.
Other: Contractors, science and administrative support staff, students & visiting workers, most     commonly Laboratory Managers and the Horticulture Manager.
The post reports to the Head of Facilities.
Main Activities & Responsibilities
Provide general administrative support to the Head of Facilities and the Facilities office.
Collate and maintain procedure manuals, quality documentation, and administer quality control of the Department.
Produce high quality reports and collate information and data for the department.
Administer Planon (computer aided facilities management system) database management including:

•     Prepare reports e.g. expenditure, KPIs etc.

•     Manage the monthly recharges to each Institute

•     Assess accuracy of information or data and take corrective action

•     Sample financial records for accuracy

•     Maintain guidance documentation including version control

•     Prepare utilisation data, adjusting for leave and absence accordingly
Manage collation and storage of project files; update key contractor data as necessary
Manage drawing office documentation including digitisation of H&S files, O&M Manuals and certification
Organising regular reviews of documentation and archiving off site as required
Maintain Induction information and records for all contractors
Programme and issue access cards to new starters, take photographs, update existing cards as requested etc and maintain records; advise users, answer queries and offer fault diagnosis / resolve problems when necessary; issue Library bar codes and maintain records
To produce minutes from meetings as required
Coordinate new facilities staff training and refresher training needs with HR; update training matrix and records
Maintain PPE issuance records for Facilities staff
Manage Facilities Intranet pages; ensure documents and news pages are up to date
Maintaining office systems, including data management and filing; organise periodic review of procedural documents
Manage the booking procedure for the workshop van and bookable workshop equipment e.g. Desk Surfer
Maintain emergency contacts lists for the site with relevant Institute staff e.g. Laboratory Managers
Support Reception staff during periods of absence
Any other duties commensurate with the nature of the post

Education & QualificationsRequirementImportance
3 A Levels grades A-E or equivalentEssential
5 GCSEs grades A*-C or equivalent, including Maths and EnglishEssential
HND Business Studies or equivalentDesirable

Specialist Knowledge & SkillsRequirementImportance
Excellent computer literacy, with the ability to use Microsoft Word, Outlook, Powerpoint, Excel and Access to produce professionally formatted documents and data.Essential
Able to prepare documents for intranet sites.Essential
Excellent document management skills.Essential
The ability to facilitate and produce prompt, accurate and concise minutes etc.Desirable

Relevant ExperienceRequirementImportance
Recent experience of working with a computer aided facilities management system. Essential
Ability to work flexibly and as part of a team, and to use own initiative when required. Essential
Recent experience of managing budgets.Essential
Recent, relevant work experience within a Facilities / Building Maintenance / Construction office environment.Desirable

Interpersonal & Communication SkillsRequirementImportance
Effective communication skills, both oral and written.Essential
An ability to work effectively with people across a wide range of levels and responsibilities.Essential
Effective and proactive organisational skills. Essential
Excellent interpersonal and customer service skills.Essential

Additional RequirementsRequirementImportance
Excellent attention to detailEssential
Able to work with and retain confidential information with integrity, diplomacy and tact.Essential
A proactive, positive and flexible approach to ensuring successful delivery.Essential
Willingness to embrace the values and behaviours of NBI Partnership, ensuring it is a great place to work.Essential
Promotes equality and values diversityEssential