Administrative Assistant
Post Details
Job Title
Administrative Assistant
Post Number
1004129
Closing Date
2 Nov 2021
Grade
SC8
Starting Salary
£19,700 - £24,028
Hours per week
37
Expected/Ideal Start Date
01 Dec 2021
Months Duration
Indefinite
Interview Date
15 Nov 2021

Job Description

Main Purpose of the Job

The Administrative Assistant plays an important role in the management of information for the Research Grants and Contracts team. The role includes data entry on the contracts and agreements databases and filing and archiving of paperwork either electronically or, where required, as hard copy. Working with the Administrative Officers this post will assist in processing contracts and agreements and provide general administrative assistance dealing with telephone and email enquiries, mail, diarising meetings and, on occasion, making travel arrangements for the team. In addition this post will provide general assistance in the collation and distribution of information relating to funding opportunities via the Contracts web pages and regular email updates to the Institutes.

Key Relationships

This post will work closely with their colleagues within the team providing support to the Administrative Officers and Research Grants/Contracts Managers in the team. The post will also provide admin support to the Head of Function.

This post will also liaise with Group Leaders, Research Leads and Departmental administrators within the Institutes.

Main Activities & Responsibilities

Percentage
Maintaining a log of proposals, agreements and successful contracts using the contracts and agreements databases. Filing and archiving files either electronically (scanning) or as hard copy where necessary.
30
Assisting with the processing of Material Transfer Agreements, Confidentiality Agreements and Consultancy Agreements including circulation and collecting signatures.
20
Dealing with telephone and email enquiries, mail, diarising meetings and on occasions making travel arrangements for the team. Providing general administrative assistance to the Head of Function.
20
General administrative activities in support of research grants and contracts, including issuing of grant notices
20
General assistance in the distribution of information relating to funding opportunities via the Contracts web pages
5
Coordination of the John Innes Centre internal grants review committee (SIFT)
5
As agreed with line manager, any other duties commensurate with the nature of the role

Person Profile

Education & Qualifications

Requirement
Importance
GCSE Maths and English at Grade C or above or equivalent
Essential
2 A levels Grade C or above or equivalent
Essential

Specialist Knowledge & Skills

Requirement
Importance
Proficient in use of Microsoft Office including Word, Email and Excel
Essential
Excellent English language skills
Essential
Operational knowledge of maintaining electronic records systems
Essential
Excellent organisational skills with the ability to prioritise work appropriately
Essential
Time management skills
Essential

Relevant Experience

Requirement
Importance
Previous experience working in a busy administrative environment
Essential
Significant experience of using email for communication
Essential
Previous experience of research grants and contracts administration
Desirable

Interpersonal & Communication Skills

Requirement
Importance
Good communication skills, both written and verbal
Essential
Actively listens and communicates information effectively
Essential
Good interpersonal skills, with the ability to work well as part of a team
Essential

Additional Requirements

Requirement
Importance
Attention to detail
Essential
Willingly takes on new tasks/adopts new approaches as required as appropriate to job role
Essential
Ability to work conscientiously
Essential
Proven ability to work using own initiative to complete tasks set
Essential
Promotes equality and values diversity
Essential
Willingness to embrace the expected values and behaviours of all staff at the Institute, ensuring it is a great place to work
Essential
Able to present a positive image of self and the Institute, promoting both the international reputation and public engagement aims of the Institute
Essential
Willingness to work outside standard working hours when required
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

Group Details

This post will work in the busy Research Grants and Contracts office at the NBI Partnership Ltd. The NBI Partnership provides non-scientific support services to the Norwich BioScience Institutes; The John Innes Centre, The Sainsbury Laboratory, Quadram Institute Bioscience and The Earlham Institute, all based at the Norwich Research Park, Colney Norwich.

The Research Grants and Contracts Office supports scientists in the administration of external funding applications and awards, offering advice, guidance and management on identifying and winning grants from a wide variety of external funding. Working closely with colleagues in Finance and Human Resources, the team offers research grant management facilities to proposals that have been selected for funding and where contracts have been signed with third party sponsors. In addition the team support the negotiation and of all third party research related contracts such as collaboration agreements and confidentiality agreements.

Living in Norfolk

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Administrative Assistant

The Norwich Bioscience Institutes Partnership (NBIP) has an exciting opportunity for an Administrative Assistant to join their busy Research Grants and Contracts department.

Background:

The Norwich Bioscience Institutes are a cluster of internationally renowned research organisations, working to tackle major challenges of the 21st Century – the sustainability of our environment, our food supplies and healthy ageing. 

The NBI Partnership provides high quality, non-scientific support services for the diverse community of staff, students and visiting workers at the Institutes (the Earlham Institute, John Innes Centre, Sainsbury Laboratory and Quadram Institute) and for the NBI Partnership.

Based on the Norwich Research Park amongst 230 hectares of parkland, you will be joining a committed, professional and welcoming team.  In addition, you will enjoy a competitive salary and annual leave, our defined contribution pension scheme, excellent recreational facilities and a range of other employee benefits.

The Research Grants and Contracts Office supports scientists in the administration of external funding applications and awards, offering advice, guidance and management on identifying and winning grants from a wide variety of external funding.

The role:

This post will play an important role in the management of information for the team, including data entry on the agreements databases and filing and archiving of paperwork either electronically or as hard copy.

Working with the Administrative Officers this post will assist in processing contracts and agreements and provide general administrative assistance dealing with telephone and email enquiries, mail, diarising meetings and making travel arrangements for the team. This post will also provide assistance in the collation and distribution of information relating to funding via the Contracts web pages and email updates to the Institutes.

The ideal candidate:

The ideal candidate will have 2 A Levels (grade C or above) and GCSE Maths and English (Grade C or above) or equivalent. They will be proficient in the use of Microsoft Office, have excellent organisational and time management skills and an operational knowledge of maintaining electronic records systems. Previous experience working in a busy administrative environment is essential.

Additional information:

Salary on appointment will be within the range £19,700 to £24,028 per annum depending on qualifications and experience.  This is a full-time post offered on a permanent basis.

Interviews will be held on 15th November 2021.

For further information and details of how to apply, please visit our website http://jobs.nbi.ac.uk/ or contact the Human Resources team on 01603 450462 or nbi.recruitment@nbi.ac.uk quoting reference 1004129.

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

The NBI Partnership is an equal opportunities and disability confident employer. We are committed to attracting, recruiting and retaining the best talent, and welcome all applications.

The closing date for applications will be 2nd November 2021.