Administration Manager
Post Details
Job Title
Administration Manager
Post Number
1004104
Closing Date
27 Sep 2021
Grade
SC6
Starting Salary
£32,578 - £39,938
Hours per week
37
Months Duration
Indefinite

Job Description

Main Purpose of the Job

The Administration Manager heads up the Administration team of the Research Grants and Contracts Function.

The Administration team is responsible for the provision of an efficient and professional service in support and administration of all research grant submissions and research related contracts. This includes responsibility for completion of forms to funders, entering grant submission and associated data/documents onto the in-house project management system, and use of funder portals to handle starting certificates for awards and award announcements. Additionally the post holder will be responsible for periodic and final reporting to funders, grant changes, 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 Grants and Contracts team. The post holder will have direct line management responsibility for the administrators within the team. The Adminstration Manager also takes the lead in liaising with the Institutes and funders with regards to ResearchFish submissions and periodic/annual/mid-term reporting.

Key Relationships

The Administration Manager will head up the Administration Team within the Research Grants and Contracts function of the Partnership. To successfully carry out the role the post holder will need to build excellent working relationships with: colleagues within the Research Grants and Contracts Team colleagues, Finance and HR colleagues, Group Leaders and Research Leaders across the Institutes, staff within the Graduate School Office and Administrative staff in funder organisations (e.g., RCUK, ERC, Royal Society etc...)

Main Activities & Responsibilities

Percentage
Line Management and administrative activities in overseeing the effective functioning of the Administration team and in support of the submission of research grant applications. Post-award project and contract management including project acceptance, activation and closure. This requires liaison with researchers, colleagues in Research Grant and 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, as well as reporting to ResearchFish, Annual reports and mid-term reporting as required.
30
Provision of support to Research Grant 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

Person Profile

Education & Qualifications

Requirement
Importance
Educated to Degree level or equivalent experience
Essential

Specialist Knowledge & Skills

Requirement
Importance
Excellent organisational skills
Essential
Ability to balance a range of competing demands and work under pressure
Essential
Problem solving skills
Essential
Ability to work accurately to tight deadlines
Essential
Highly proficient in use of Microsoft Office including Word, Outlook and Excel
Essential
Skills in the manipulation of data in Microsoft Excel and Microsoft Access to generate reports
Desirable
Knowledge of research grants and contracts administration
Desirable

Relevant Experience

Requirement
Importance
Experience of working in a busy administrative environment
Essential
Experience working in a customer orientated environment
Essential
Line management experience
Essential
Practical experience of electronic records systems and portals
Essential
Experience of working in an Office Manager role in a similar environment
Desirable

Interpersonal & Communication Skills

Requirement
Importance
Excellent communication skills, both written and oral with the ability communicate information clearly and effectively
Essential
Ability to actively listen
Essential
Ability to work well independently
Essential
Good interpersonal skills, with the ability to work well as part of a team
Essential
Customer focussed approach to working
Essential

Additional Requirements

Requirement
Importance
Attention to detail
Essential
Promotes equality and values diversity
Essential
Ability to adopt new approaches as required
Essential
Willingness to embrace the expected values and behaviours of all staff at the Institute, ensuring it is a great place to work
Essential
Willingness to work outside standard working hours when required
Essential
Conscientious approach to working
Essential

Who We Are

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 140 staff to cater for the needs of approximately 1100 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..

For more information about working at NBI Partnership, please click here.

Department

Research Grants and Contracts

Living in Norfolk

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Administration Manager

The Norwich BioScience Institutes Partnership (NBIP) has an exciting opportunity for an Administration Manager to join their busy Research Grants and Contracts department.

Background:

The NBI Partnership provides an exciting and stimulating multidisciplinary environment in which to work. Set in 230 hectares of parkland, we are an equal opportunities employer with a comprehensive benefits package to include; competitive starting salaries, on-site parking, defined contribution pension scheme, generous holiday entitlement and excellent recreational and leisure facilities.

The NBI Partnership Research Grants and Contracts Office is highly respected, dynamic, professional, effective and results driven. It provides expert advice, guidance and management to the John Innes Centre, Quadram Institute Bioscience, The Earlham Institute and The Sainsbury Laboratory. The office supports scientists in identifying and winning grants from a wide variety of external funding sources including UKRI, Trusts and Charites, the European Union (EU), and industry. In addition, the office negotiates and manages all research related contracts, ensuring freedom to operate, protection of interests, intellectual property and provision of appropriate indemnity.

The role:

The Administration Manager will head up the busy Administration Team taking direct line management responsibility for the administrators in the team. The post holder will work with and lead the Administration team to deliver an efficient and professional service in the administration and support of all research grant submissions and research related contracts. The Administration Manager also takes the lead in liaising with the Institutes and funders with regards to ResearchFish submissions and periodic/annual/mid-term reporting.

The ideal candidate:

The ideal candidate will be educated to degree level, with excellent organisational and communication skills and the ability to work to tight deadlines. They will have experience of working in a busy administrative environment. We are looking for someone with problem solving skills who is able to balance a range of competing demands. Knowledge of research grants and contracts administration would be advantageous.

Additional information:

Salary on appointment will be within the range £32,578 to £39,938 per annum depending on qualifications and experience. This is a fulltime post offered on an indefinite basis.

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 1004104.

Applicants must have the right to work in the UK as we do not hold a Sponsorship Licence.

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 27th September 2021