Administrative Officer
Post Details
Job Title
Administrative Officer
Post Number
1004143
Closing Date
2 Dec 2021
Grade
SC7
Starting Salary
£25,568 - £31,384
Hours per week
37
Expected/Ideal Start Date
04 Jan 2022
Months Duration
Indefinite

Job Description

Main Purpose of the Job

The Administrative 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.

Key Relationships

Key relationships will include:
RGC Team colleagues
Finance and HR colleagues
Group Leaders and Research Leaders across the Institutes
Graduate School Office
Administrative staff in funder organisations

Main Activities & Responsibilities

Percentage
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 Grants 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.
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
Essential

Specialist Knowledge & Skills

Requirement
Importance
Highly proficient in use of Microsoft Office including Word, Outlook and Excel
Essential
Working experience of electronic records systems and portals
Essential
Ability to work accurately to tight deadlines
Essential
Ability to balance a range of competing demands and work under pressure
Essential
Problem solving skills
Essential
Knowledge of research grants and contracts administration
Desirable
Manipulation of data in Microsoft Excel and Access to generate reports
Desirable

Relevant Experience

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

Interpersonal & Communication Skills

Requirement
Importance
Enthusiastic and personable team player. Takes responsibility for getting things done as part of a team.
Essential
Flexible with a professional attitude
Essential
Good interpersonal skills
Essential
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 Requirements

Requirement
Importance
Promotes equality and values diversity
Essential
Willing to take on new tasks/adopt new approaches as required as appropriate to job role.
Essential
Attention to detail
Essential
Willingness to embrace the expected values and behaviours of all staff at the Partnership, ensuring it is a great place to work
Essential
Able to present a positive image of self and the Partnership
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 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.

The Research Grants and Contracts office is a facilitator for scientists to successfully procure funds from a wide variety of sponsors 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 Grants and 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.

Living in Norfolk

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Administrative Officer

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

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, The Sainsbury Laboratory and Quadram Institute Bioscience) 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 is a facilitator for scientists to successfully procure funds from a wide variety of sponsors and to support the administrative management of 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 Grants and 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.

The role:

The Administrative 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.

The ideal candidate:

The ideal candidate will be educated to Degree level or equivalent and have previous experience of working in a busy administrative environment. They will be highly proficient in use of Microsoft Office including Word, Outlook and Excel and have working experience of electronic records systems and portals. Knowledge of research grants and contracts administration is desirable.

Additional information:

Salary on appointment will be within the range £25,568 to £31,384 per annum depending on qualifications and experience. This is a full-time post offered on an indefinite basis.

Interviews will be held in mid-December 2021.

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 December 2021.