Main Purpose of the Job

The Directorate Administrative Support Officer will provide comprehensive administrative support to the Directorate, ensuring the efficient and effective operation of daily activities.

This role requires a proactive and dynamic individual with excellent organisational and communication skills, capable of managing complex schedules, handling confidential information, and collaborating across various teams. The post holder will work closely with Executive Assistant and Head of Directorate as well as other Administrators in the Directorate and core admin team to support and enhance the delivery of an efficient and smooth-running office function.

Key Relationships

The post is line managed by the Executive Assistant to Director, with the Head of Directorate as a co-signatory.
The post holder works closely with the JIC Leadership team.
Within the organisation and the partnership, the post holder will have frequent contact with staff at all levels, as well as frequent contact with senior staff across the Norwich Research Park on behalf of the Directorate including JIF, QIB, EI, and UEA.
 

Main Activities & Responsibilities

Provide proactive and efficient administrative support to the Directorate, working closely with the Executive Assistant and Head of Directorate to streamline daily tasks.

Support the management of the Directorate's shared mailbox, diary, and email correspondence, prioritising and responding to inquiries promptly and professionally.

Expertly manage the Director and senior staff's calendars, scheduling meetings, appointments, and events, ensuring optimal time management and minimising conflicts.

Arrange comprehensive travel logistics for the Director and senior staff, including booking flights, accommodations, and transportation.

Prepare, organise, and maintain accurate records, files, and documentation, ensuring efficient retrieval and confidentiality.

Maintain clear oversight of personal tasks and contribute to the effective monitoring and execution of the Directorate's work plan.

Support the planning and coordination of Directorate activities, including visits, conferences, and internal/external meetings.

Administer financial tasks, including credit card reconciliation and expense reporting, ensuring accuracy and compliance. 

Assist the Executive Assistant in supporting the Chair of the Governing Council, including preparing meeting materials, taking accurate minutes, and ensuring the smooth operation of Governing Council and sub-committee meetings (Audit Committee, Remuneration Committee, and Development Committee).

Assist with the organisation and planning of Science Impact and Advisory Board meetings.

Maintain the highest level of confidentiality and discretion when handling sensitive information, ensuring professionalism in all interactions.

Demonstrate a dynamic and proactive approach, utilizing independent judgment and initiative to address challenges and improve processes.

As agreed with the line manager, any other duties commensurate with the nature of the post, for example, contributing to the work of Institute committees

Education & Qualifications

Requirement

Importance

5 GCSEs or equivalent, including English and Maths

Essential

Degree level education or equivalent

Desirable

Specialist Knowledge & Skills

Requirement

Importance

Highly proficient in Microsoft Office particularly Word, Excel, Outlook, PowerPoint, Acrobat, teams and sharepoint.

Essential

Minute taking experience

Essential

Ensuring data confidentiality at all times and compliance with GDPR.

Essential

Experience of working with project management tools/ databases /content management systems

Desirable

Relevant Experience

Requirement

Importance

Proven experience of working in a admin role

Essential

Experience of organising meetings (internal and external to organisation)

Essential

Demonstration of adapting to varied workloads and expectations.

Desirable

Ability to prioritise own workload and manage conflicting demands on time.

Desirable

Interpersonal & Communication Skills

Requirement

Importance

Excellent communication skills with ability to liaise with individuals at all levels.

Essential

Detail–oriented, highly organised and efficient.

Essential

Self-motivated, proactive, confident and approachable

Essential

Ability to work on own initiative and to work effectively as part of a team, requiring flexibility, versatility and adaptability

Essential

Excellent time management skills.

Essential

Good communication skills, both written and verbal

Essential

Additional Requirements

Requirement

Importance

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

Ability to maintain confidentiality and security of information where appropriate

Essential

Promotes equality and values diversity

Essential

Attention to detail

Essential

Willingness to occasionally undertake out of hours working

Desirable

John Innes Centre

The John Innes Centre is an independent, international centre of excellence in plant and microbial genetics, carrying out fundamental and strategic research, to train scientists and making our findings available to society.

Our research makes use of a wide range of disciplines in the biological and chemical sciences including; cell biology, biochemistry, chemistry, genetics and molecular biology.

For more information about working at the John Innes Centre, please click here.

We pride ourselves 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, appointing staff from across the world. Any candidate who would like further information on current or anticipated immigration requirements can contact the HR Team on +44 (0)1603 450888 or nbi.recruitment@nbi.ac.uk.

We are proud to hold a prestigious Athena SWAN Gold award, recognising the impact of our work in promoting gender equality in science. We are also a proud member of the Stonewall Diversity Champion’s programme, a founding signatory of the Tecnician Commitment 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).

Department

Directorate

Living in Norfolk

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• Childcare in Norfolk

Administrative Support Officer
Salary:            £28,550 - £31,500 per annum depending on qualifications and experience.
Contract:        12 months, full time.
Location:        John Innes Centre, Norwich, UK.
Closing date: 30 March 2025
Reference:     1004864

An exciting opportunity has arisen for an Administrative Support Officer to join the John Innes Centre to support the Directorate in delivering our world-leading science.  

About the John Innes Centre:

The John Innes Centre is an independent, international centre of excellence in plant and microbial sciences. We nurture a creative, curiosity-led approach to answering fundamental questions in bioscience, and translate that knowledge into societal benefits. Our strategic vision, Healthy Plants, Healthy People, Healthy Planet, sets out our ambitious long-term goals for the game changing impact of our science globally. 

Our employees enjoy access to state-of-the-art technology and a diverse range of specialist training opportunities, including support for leadership and management. Click here to find out more about working at the John Innes Centre.

The role:

We are seeking a dynamic professional to join our team. In this role you will provide comprehensive administrative support to the Directorate, ensuring the efficient operation of daily activities.

This role requires a proactive and dynamic individual with excellent organisational and communication skills, capable of managing complex schedules, handling confidential information, and collaborating across various teams. The post holder will work closely with Executive Assistant and Head of Directorate as well as other Administrators to support and enhance the delivery of an efficient and smooth-running office function.

The ideal candidate:

The successful candidate will have 5 GCSEs or equivalent, including English and Maths and proven experience of working in a support role, ideally experience working closely with a senior management team. They will have proficiency in minute taking and excellent organisation skills with the ability to prioritise own workload and manage conflicting demands.

Excellent communication skills and the ability to work independently are essential to the role. Candidates with previous experience of working in a Research Institute or similar academic environment would be advantageous but is not essential.

Additional information:

Interviews will be held in person at the John Innes Centre on 7 April 2025

This role meets the criteria for a visa application, and we encourage all qualified candidates to apply. Please contact the Human Resources Team if you have any questions regarding your application or visa options.

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. We are proud to hold a prestigious Gold Athena SWAN award in recognition of our inclusive culture, commitment and good practices towards advancing of gender equality. We offer an exciting, stimulating, diverse research environment and actively promote a family friendly workplace. The Institute is also a member of Stonewall’s Diversity Champions programme.

The John Innes Centre is a registered charity (No. 223852) grant-aided by the Biotechnology and Biological Sciences Research Council.