Vacancy Details: NGI Programme Office Administrator

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John Innes Centre

JIC is an independent, international centre of excellence in plant science and microbiology. Our mission is to carry out fundamental and strategic research, to train scientists and to make our findings available to society.

The scientific research at the Centre makes use of a wide range of disciplines in the biological and chemical sciences, including cell biology, biochemistry, chemistry, genetics and molecular biology.

The John Innes Centre prides itself on being a welcoming and inclusive working environment for all. We have a diverse and multicultural scientific community and thrive on our European and international links. The John Innes Centre is proud to hold a prestigious Athena SWAN Gold award, recognising the impact of our work in promoting gender equality in science. For more information, go to http://www.jic.ac.uk/training-careers/athena-swan/. We are also a proud member of the Stonewall Diversity Champion’s programme and, as a Disability Confident employer, guarantee to offer an interview to all disabled applicants who meet the essential criteria for the post.

The John Innes Centre is a registered charity (No. 223852), limited by guarantee (registered in England No. 511709) and is an Equal Opportunities Employer.

Athena Swan

disability confident employer

   Stonewall Diversity Champion

Advancing gender equality in science, engineering and technology.

Post Number1003379
Job TitleNGI Programme Office Administrator
Closing Date29 Jan 2018
GradeSC7
Starting Salary£24,300 - £29,750
Hours per week 37
Project Title JIC Next Generation Infrastructure - Programme Office
Expected/Ideal Start Date 15 Jan 2018
Months Duration 18
Main purpose of the job The Programme Office Administrator role will lie at the heart of the Next Generation Infrastructure programme, providing the day-to-day administrative support for the Programme Office team. This work will include engagement with internal and external scientific and other stakeholders, and working with external building design and other professionals. This will require resourcefulness and imagination from the Project Administrator to provide reliable support, while rising to new challenges as they emerge.
Department Directorate
Group Details The John Innes Centre is an independent, international centre of excellence in plant science, research, genetics and microbiology. Its research makes use of a wide range of disciplines in biological and chemical sciences, including microbiology, cell biology, biochemistry, chemistry, genetics, molecular biology, computational and mathematical biology. About 400 people work in JIC which is based in Norwich Research Park, Norfolk NR4 7UH. Please see https://www.jic.ac.uk/about/ for further information.
The JIC is establishing a Programme Office for its Next Generation Infrastructure (NGI) programme, which is intended to draft proposals for the development of a new 30,000sqm research facility for occupation by JIC and The Sainsbury Lab (TSL) in the Research Park. This is an exciting time for this nationally-recognised research institution, as it brings together its vision for future generations of scientists.
The Programme Office is dedicated to drafting outline proposals for a new development, an operational strategy, and a business case, which will be taken forward for funding by government and other interests during 2018.
Advert Text NGI Programme Office Administrator

Applications are invited for a resourceful and imaginative Administrator to join the team at the John Innes Centre.

The John Innes Centre:

The John Innes Centre (JIC) is an independent, international centre of excellence in plant science, research, genetics and microbiology. About 400 people work in JIC which is based in Norwich Research Park, Norfolk NR4 7UH. Please see https://www.jic.ac.uk/about/ for further information.

The Next Generation Infrastructure (NGI) Programme:

JIC is establishing a Programme Office for its Next Generation Infrastructure (NGI) programme, which is intended to draft proposals for the development of a new 30,000sqm research facility for occupation by JIC and The Sainsbury Lab (TSL) in the Research Park. This is an exciting time for this nationally-recognised research institution, as it brings together its vision for future generations of scientists.

The Programme Office is dedicated to drafting outline proposals for a new development, an operational strategy, and a business case, which will be taken forward for funding by government and other interests during 2018.

The NGI Programme Office Administrator Role:

The Programme Office Administrator role will lie at the heart of the Next Generation Infrastructure programme, providing the day-to-day administrative support for the Programme Office team. This work will include engagement with internal and external scientific and other stakeholders, and working with external building design and other professionals. This will require resourcefulness and imagination from the Project Administrator to provide reliable support, while rising to new challenges as they emerge.

Other duties of the Administrator role will include organising meetings, taking minutes, preparing documents, providing events management support and maintaining effective filing systems (both paper and digital).

The ideal candidate:

To be considered for this role, candidates must possess 3 A Level passes, or equivalent, as well as 4 GCSEs including Maths and English, or equivalent. Possessing a bachelors degree or above would be advantageous. Other desirable qualifications include Level 3 Diploma in Business and Administration, Administrative Assistant Diploma and IQ IAM Level 3 Award in Professional PA and Administration Skills.

Candidates must also possess previous experience of working in an administrative role, including demonstrable skills in Microsoft Office, minute taking and travel organisation.

Additional information:

Salary on appointment will be within the range £24,300 to £29,750 per annum depending on qualifications and experience. This post is for a contract of 18 months.

For further information and details of how to apply, please visit our web site http://jobs.jic.ac.uk or contact the Human Resources team on 01603 450462 or nbi.recruitment@nbi.ac.uk quoting reference 1003379.

We are an equal opportunities employer, actively supporting inclusivity and diversity. As a Disability Confident organisation, we guarantee to offer an interview to all disabled applicants who meet the essential criteria for this vacancy. The John Innes Centre is also proud to hold a Gold Award from Athena SWAN and is a member of Stonewall’s Diversity Champions programme.
Key relationships With external consultant teams; internal users and senior management in both JIC and TSL.
Main Activities & Responsibilities
Report to the Programme Director, and provide support to all members of the Programme Office     
Provide support in the preparation and collation of papers and presentations for key meetings, committees and boards, including the preparation of visual presentations
Arrange internal and external meetings, including booking travel and accommodation for JIC Project Leaders and external visitors. Attend meetings where necessary and take and circulate minutes
Assist with other project/programme supporting functions including interaction with the external project team, including project manager, architects, engineers etc.
Draft, edit, prepare and modify documents including correspondence, reports, schedules, spreadsheets etc. as required by the Programme Office
Provide all administrative project support e.g. processing appointments, contracts, instructions/Purchase Orders, changes and payments for external consultants and suppliers
Engage positively with internal and external stakeholders at all levels in respect of administrative duties and ensure the exchange of information/communications between the JIC programme office and all internal and external third parties
Provide events management support as part of programme activities
If necessary using the internal intranet, collate and submit expenses claims, book staff leave/sick leave, book travel arrangements, Purchase Orders etc.
Ensure that appropriate on-site support and resources are secured e.g. ICT, stationery, office services etc.
Develop and maintain effective digital and paper filing system(s)
As agreed with line manager, any other duties commensurate with the nature of the post

Education & QualificationsRequirementImportance
3 A Level passes or equivalentEssential
4 GCSEs or equivalent, including English and MathsEssential
Science qualificationsDesirable

Specialist Knowledge & SkillsRequirementImportance
Good working knowledge of Microsoft Office, in particular Word, Excel, and accurate keyboard skillsEssential
Minute taking experienceEssential
Knowledge of website authoringDesirable
Graphics skillsDesirable

Relevant ExperienceRequirementImportance
Experience of working in an administrative role Essential
Experience with making travel arrangementsEssential
Experience with finance/budgetingDesirable
Experience of working in an academic environmentDesirable

Interpersonal & Communication SkillsRequirementImportance
Excellent verbal and written communication skillsEssential
Detail–oriented, highly organised and efficient. Excellent time management, with the ability to prioritise workload effectivelyEssential
Self-motivated and proactiveEssential
Ability to work on own initiative and to work effectively as part of a team, requiring flexibility, versatility and adaptabilityEssential
Excellent interpersonal skills, and ability to liaise with individuals at all levelsEssential

Additional RequirementsRequirementImportance
Promotes equality and values diversityEssential
Willingness to embrace the expected values and behaviours of all staff at the Institute, ensuring it is a great place to workEssential
Able to present a positive image of self and the Institute, promoting both the international reputation and public engagement aims of the Institute Essential
Ability to maintain confidentiality and security of information where appropriate Essential
Willingness to occasionally undertake out of hours workingDesirable

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