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

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

Operational knowledge of maintaining electronic records systems

Essential

Time management skills

Essential

Excellent organisational skills with the ability to prioritise work appropriately

Essential

Proficient in use of Microsoft Office including Word, Email and Excel

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

Flexible with a professional attitude

Essential

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

Willingness to embrace the expected values and behaviours of all staff at the Institute, ensuring it is a great place to work

Essential

Ability to work conscientiously

Essential

Willingness to work outside standard working hours when required

Essential

Promotes equality and values diversity

Essential

Proven ability to work using own initiative to complete tasks set

Essential

Willingly takes on new tasks/adopts new approaches as required as appropriate to job role

Essential

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

• Visit Norfolk
• Schools in Norfolk
• Childcare in Norfolk

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 GCSEs including Maths and English at (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 £20,650 to £25,025 per annum depending on qualifications and experience. This is a full-time post offered on a permanent basis.

Please note, this post does not meet UKVI requirements to provide visa sponsorship.

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 4 April 2023.