Main Purpose of the Job

An exciting opportunity has arisen for a Governance and Legal Administrator to support the delivery of the Next Generation Infrastructure (NGI) programme at the John Innes Centre (JIC).

NGI is a programme of construction works seeking to address the deterioration of existing infrastructure at JIC to create a world class scientific research facility at the heart of the Norwich Research Park.

This role will work alongside the Governance and Legal Lead for NGI in managing board meetings and supporting maintenance of high standards of corporate governance across the NGI programme. The Governance and Legal Administrator will be responsible for collating and distributing board papers; taking minutes of board meetings; working with NGI external consultants to document decision making across the NGI programme; and assisting in the document execution, management and archiving of legal agreements.

Key Relationships

The post holder will work closely with the NGI Governance and Legal Lead and the wider NGI client project team including:
- NGI Programme and Change Manager
- NGI Programme Office Administrator
- NGI Programme Director
- NGI Project Director
- JIC / NGI Project Managers
- NGI External Project Management Team

Main Activities & Responsibilities

Percentage

Management of Board Meetings
References to Boards in this section means NGI Programme Board, NGI Construction Board, NBI Data Centre Project Board, TP1 Steering Group and such other board or steering group set up by the NGI Programme from time to time.

•Liaising with the NGI Programme and Change Manager, NGI Programme Office Administrator and JIC NGI Project Managers to ensure that all Boards are scheduled with meeting rooms and required AV equipment booked.
•Agreeing the agenda for all Boards with the relevant Chair.
•Collating board papers from the NGI Project Team and NGI external consultants and arranging their distribution to board members in line with required time periods.
•Taking minutes of Board meetings and agreeing them with the relevant Chair before distributing to attendees.
•Updating and maintaining action logs for Board meetings.
•Following up with action holders for their progress on the action log ahead of the next relevant Board meetings.

55

Governance Process Management
•Updating and maintaining a decision log for Board meetings.
•Supporting the NGI Governance and Legal Lead with ensuring that the NGI Project Team and NGI external consultants are informed of the governance processes required for decision making in the NGI Programme.
•Supporting the NGI Governance and Legal Lead with maintaining policies and procedures detailing the governance process for the NGI Programme.

15

Document Management
•Updating and maintaining a log of legal agreements entered into by JIC for the NGI programme.
•Co-ordinating signatures of legal agreements.
•Archiving and scheduling digital and paper copies of legal agreements.
•Maintaining a record of actions undertaken utilising delegated authority.

15

General Administrative Support
For JIC members of the NGI Programme including answering telephone calls and maintaining effective digital and paper filing systems. Supporting the NGI Programme Office Administrator with their duties as and when required.

15

As agreed with line manager, any other duties commensurate with the nature of the role

Education & Qualifications

Requirement

Importance

Good general level of education, 4 GCSEs or equivalent, including English and Maths

Essential

A level education or equivalent

Essential

Educated to degree level in a relevant discipline, or equivalent experience in a professional environment

Desirable

Specialist Knowledge & Skills

Requirement

Importance

Good working knowledge of Microsoft Office, in particular Word, Excel, and accurate keyboard skills

Essential

Secretariat experience – including issuing agendas, collating and issuing papers and taking minutes of meetings

Essential

Relevant Experience

Requirement

Importance

Experience co-ordinating company board meetings by collating and distributing board papers to board members

Essential

Experience writing minutes for company board meetings

Essential

Experience of working in an administrative role for a law firm or in-house legal team

Essential

Experience scheduling or archiving signed legal documents

Desirable

Interpersonal & Communication Skills

Requirement

Importance

Excellent time management skills and ability prioritise tasks and manage deadlines when needed

Essential

Self-motivated and proactive

Essential

Good people and interaction skills, with the ability to work with individuals at all levels

Essential

Excellent verbal and written communication skills

Essential

Additional Requirements

Requirement

Importance

Ability to maintain confidentiality and security of information

Essential

Promotes equality and values diversity

Essential

Ability to work on own initiative and to work effectively as part of a team

Essential

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

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

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

• Visit Norfolk
• Schools in Norfolk
• Childcare in Norfolk

NGI Governance and Legal Administrator
Salary:            £28,550 - £31,500 pro-rata, per annum depending on qualifications and experience.
Contract:        24 months, full or part time hours
Location:        John Innes Centre, Norwich, UK.
Closing date: 11 May 2025
Reference:     1004885

An exciting opportunity has arisen for a Governance and Legal Administrator to support the delivery of the Next Generation Infrastructure (NGI) programme at the John Innes Centre (JIC).

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.

About the NGI Programme

NGI is a programme of construction works seeking to address the deterioration of existing infrastructure at JIC to create a world class scientific research facility at the heart of the Norwich Research Park.

The role:

This role will work alongside the Governance and Legal Lead for NGI in managing board meetings and supporting maintenance of high standards of corporate governance across the NGI programme. The Governance and Legal Administrator will be responsible for collating and distributing board papers; taking minutes of board meetings; working with NGI external consultants to document decision making across the NGI programme; and assisting in the document execution, management and archiving of legal agreements.

The ideal candidate:

The ideal candidate will have experience of working in an administrative role for a law firm or in-house legal team and experience in minuting board meetings. They will have good working knowledge of Microsoft Office, in particular Word, Excel, and accurate keyboard skills.

Additional information:

Applicants are required to submit a covering letter along with their CV as part of their application explaining how you are suitable for the role and how their experience matches the job description.

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

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.