Vacancy Details: Business Support Assistant

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Earlham Institute

Earlham Institute is a vibrant, contemporary research institute and registered charity, working in an area of rapid technological development and innovation.

Earlham Institute is strategically funded by the BBSRC to lead the development of a skill base in bioinformatics and a genomics technology platform for UK bioscience. The Institute is located on the Norwich Research Park, together with its partners: the John Innes Centre, the Institute of Food Research, The Sainsbury Laboratory, the University of East Anglia and the Norfolk and Norwich University Hospital. The research park has an excellent reputation for research in plant and microbial sciences, interdisciplinary environmental science and food, diet and health, to which Earlham Institute contributes strengths in genomics and bioinformatics. Close links exist between the NRP partners and new opportunities for collaboration in exciting new initiatives are under development. The NRP recently received £26M of government investment to facilitate innovation and further develop infrastructure to attract science and technology companies to the Park to enhance the vibrant environment and realise economic impact from research investment.

Earlham Institute is a UK hub for innovative Bioinformatics through research, analysis and interpretation of multiple, complex data sets. It hosts one of the largest computing hardware facilities dedicated to life science research in Europe. This has been boosted recently by an e-Infrastructure grant to expand the data storage capacity to a multi-petabyte unit, deploying a high performance cluster and large-memory server enabling the allocation of processes requiring several terabytes of computing memory.

Earlham Institute’s state of the art DNA sequencing facility operates multiple complementary technologies for data generation that provide the foundation for analyses furthering our fundamental understanding of genomes and how they function. We aim to be at the forefront of technological advances and are developing and implementing technologies to generate and analyse new types of data. We also develop novel platforms to provide access to computational tools and processing capacity for multiple academic and industrial users and promoting applications of computational bioscience. Earlham Institute has one fully owned subsidiary, Genome Enterprise Ltd (GEL) via which it offers genomic and bioinformatics services on a trading basis and works with commercial providers on a partnership basis. Earlham Institute also receives specific funding to enable knowledge exchange programmes which are supported across the institute teams.

disability confident employer

Advancing gender equality in science, engineering and technology.

Post Number1003456
Job TitleBusiness Support Assistant
Closing Date25 Apr 2018
Starting Salary£18,720 - £22,900
Hours per week 37
Expected/Ideal Start Date 14 May 2018
Months Duration Indefinite
Main purpose of the job The Business Support Assistant will work within the Business Support Team, Operations Group at the Earlham Institute. The Operations Group are responsible for the; Scientific Genomics Pipeline, Business Development and Communications, Advanced Scientific Training and the Business Support and Corporate Management. The Business Support Group provide administrative support services to the Science Division, Operations Division and other groups at EI adding to the effective operation of the Institute. The post holder will work closely with the Business Support Manager and the Business Support Team.
Department Operations
Group Details The Business Support Group provide administrative support services to the Science Division, Operations Division and other groups at EI adding to the effective operation of the Institute.
Advert Text Applications are invited for a Business Support Assistant to join the Earlham Institute to provide operational support for the Institute.

The role:

The Business Support Assistant will be responsible for supporting the day to day operation of the Institute. As a member of the Business Support Team they will form part of the reception team providing a friendly and professional first point of contact for the Institute. In addition to reception duties, they will have responsibility for booking travel arrangements; booking meeting rooms and events internally and externally; procurement; maintenance requests; maintaining HR attendance records; submitting invoice requests and administration support, including any adhoc tasks as required by the business to ensure services are delivered to a high standard and on time.

The ideal candidate:

Earlham Institute is seeking to recruit an exceptional individual with accomplished time management and organisational skills, and the ability to use initiative in order to meet deadlines. Candidates must possess excellent interpersonal skills and the ability to communicate confidently with staff of all levels both internally and externally in a positive and proactive manner.

To be considered for this post, candidates must be educated with at least 5 GCSEs or equivalent. They will have proven office administration experience with excellent computer literacy in Microsoft Office Programs. Reception duty experience would be desirable.

Additional information:

Salary on appointment will be within the range £18,720 to £22,900 per annum depending on qualifications and experience. This post is a full-time contract on a permanent basis.

For further information and details of how to apply, please visit our web site or contact the Human Resources team on 01603 450462 or quoting reference 1003456.

As a Disability Confident employer, we guarantee to offer an interview to all disabled applicants who meet the essential criteria for this vacancy.

Key relationships Reporting to the Business Support Manager, the post holder will be a member of the Business Support team within the Operations group, working closely with the members of the Business Support Department. They will interact with every member of EI staff, and some NBIP teams (Support services). Interactions will be across the organisations from Director to support staff.
Externally they will also interact with NRP Business Support teams, other BBSRC Strategically funded organisations, suppliers, scientific collaborators and visitors including senior and VIPs.
Main Activities & ResponsibilitiesPercentage
Provide reception services within EI, ensuring good customer service delivery to visitors. 25
Arranging travel and subsistence bookings; sourcing best value hotels, trains, flights and taxis in accordance with EI travel policy20
Ordering of stationery and other business supplies as required.10
Assistance with the diary management including arranging meetings and conference calls for Group Leaders. Includes, co-ordinating travel, hotel and itinerary requirements. 10
Post collection and distribution throughout EI10
Provide assistance with other tasks as and when required.5
Make arrangements for VIP and visitor meetings including preparation of papers, meeting bookings, lunch and travel arrangements etc.5
Recording of holiday/sickness/working at home/out of office.5
Assistance with reporting estate issues, and monitoring progress5
Complete expense claims and submit invoice requests5

Education & QualificationsRequirementImportance
Possess at least 5 GCSEs grades A*-C or equivalentEssential

Specialist Knowledge & SkillsRequirementImportance
Computer literacy (Microsoft Office Programs, Word and Excel)Essential
Good time management skills with the ability to multi-task and perform under pressureEssential
Excellent attention to detailEssential
Ability to prioritise a heavy and diverse workloadDesirable

Relevant ExperienceRequirementImportance
Working within an office environmentEssential
Organising tasks in a professional environmentEssential
Experience in diary and/or travel arrangementsDesirable
Working with academics/scientific environmentDesirable
Working with databases and content management systemsDesirable
Reception duty experienceDesirable

Interpersonal & Communication SkillsRequirementImportance
Able to work independentlyEssential
Can demonstrate being a good communicator with a customer friendly attitudeEssential
Able to work effectively as a member of a teamEssential
Excellent spoken and written English skillsEssential

Additional RequirementsRequirementImportance
Promotes equality and values diversityEssential
May occasionally be required to stay within the office for longer hours, and some evenings with prior agreement to provide support to the wider teamEssential
Willingness to embrace the expected values and behaviours of all staff at the Institute, ensuring it is a great place to workEssential
Attention to detailEssential