- Job Title
- Executive Assistant to the Director of Science
- Post Number
- Closing Date
- 23 May 2019
- Starting Salary
- £31,250 - £38,100
- Hours per week
- Expected/Ideal Start Date
- 27 May 2019
- Months Duration
- Interview Date
- 03 Jun 2019
Main Purpose of the Job
The Executive Assistant will work closely with the Director of Science, the Director, the Director of Operations and the other Executive Assistants at EI. The Science Division oversees the delivery of the Scientific Research at EI. The post holder will be a key support for the Director of Science.
Internal: Reporting to the Director of Operations, the Executive Assistant will work closely with the Director of Science for day to day work direction. They will interact with every member of EI staff, and NBIP (Support services). Interactions will be across the organisation from Directors to support staff. They will have extensive interactions with the Director of Operations as line manager, and all Group Leaders and other Executive Assistants. GROW Project Managers and researchers in the Di Palma Group.
External: Norwich Research Park business support teams, other BBSRC strategically funded organisations, suppliers, scientific collaborators and visitors including senior managers and VIPs.
Other: Other researchers and research institutes, both in UK and internationally. Researchers working in collaboration with the Director of Science on projects such as GROW Colombia.
Main Activities & Responsibilities
- Responsible for proactive management of tasks and small projects within the Director of Science's remit, as requested. Independently translate a range of demands, into daily, weekly and monthly tasks.
- As directed, organise the arrangements for Director of Science meetings, and other senior meetings etc. including preparation of meeting papers, meeting bookings, lunch, minute taking and travel arrangements.
- Extensive diary management - this will include arranging meetings with timely distribution of invitations, setting up conference calls for the Director of Science, preparations such as coordinating travel, hotel and preparing itinerary packs using standard processes, to assist the Director of Science with managing key priorities. Acting as ‘gatekeeper’ for the diary and ensure the day to day schedule runs smoothly.
- Proactively prepare meeting papers for the Director of Science a week in advance, using standard meeting pack and approach.
- Preparing first drafts/layout of presentations and reports when required.
- Proactively manage and check data integrity for all tasks/briefings provided to the Director of Science which they can rely on for reporting, briefings etc.
- Prepare all expense claims for the Director of Science within 7 working days of statement, or month end. Obtain authorisation for claims within 10 working days.
- Liaison with colleagues within the Science Division to ensure progress with tasks requested by the Director of Science.
- Manage the email inbox of the Director of Science, ensuring emails are prioritised, responding when appropriate, sending holding responses, and ensuring tasks are dealt with in a timely manner. Follow agreed email management processes.
- At the request of the Director of Science, prepare briefings and day to day budget management for Director of Science budgets.
- Ensuring that issues relating to staff in the Science Division, raised by HR are brought to the attention of the Director of Science, and dealt with promptly
- Ensuring data confidentiality and discretion at all times whilst working with the Senior Management and Executive teams.
- Review Director of Science working arrangements, with the Director of Operations and recommended efficient working practices.
- Any other duties commensurate with the post.
Education & Qualifications
- Educated to grade C or above in English and Maths GCSE or equivalent.
- Educated to degree level.
- Relevant professional qualification.
Specialist Knowledge & Skills
- Excellent computer literacy is essential (Microsoft Office programs, Word and Excel and web-based systems).
- Good time-management skills with the ability to multi-task and perform under pressure.
- Ability to prioritise a heavy and diverse workload.
- Excellent attention to detail.
- Budget management skills and experience.
- Previous experience of working as an Executive Assistant or senior Personal Assistant.
- Significant experience of managing a heavy workload in a professional environment.
- Significant experience of working in a senior support role working closely with a member of an organisation
- Experience of working in higher education or academic environment.
Interpersonal & Communication Skills
- Ability to work independently.
- Being able to work effectively as a member of a team.
- Excellent communication skills, both written and verbal
- Ability to maintain confidentiality of data and discretion of sensitive information.
- Willingness to work outside standard hours when required.
- Promotes equality and values diversity
Who We Are
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.
Organisms and Ecosystems
Applications are invited for an Executive Assistant to join the Earlham Institute to provide support to the Director of Science.
The Executive Assistant will work closely with the Director of Science, the Director, the Director of Operations and the other Executive Assistants at EI. The Science Division oversees the delivery of the Scientific Research at EI.
The post holder will be a key support for the Director of Science and be responsibilities for managing the Director of Science’s diary, preparing papers for meetings and ensure that the Director of Science is well briefed before meetings, providing secretarial services, managing all travel commitment, arranging, coordinating and managing all Director of Science visitors’ itineraries and travel arrangements and being responsible for proactively managing emails, tasks and projects.
The ideal candidate:
Applicants should possess GCSEs grades A*C, or equivalent, in Maths and English. A degree or other relevant professional qualification would be highly advantageous. Previous experience of working as an Executive Assistant is essential, as are exceptional organisation skills and excellent attention to detail.
Salary on appointment will be within the range £31,250 to £38,100 per annum depending on qualifications and experience. This is a fulltime post on a permanent basis.
Interviews will be held on 3rd June 2019.
Please note, this post does not meet UKVI requirements to provide tier 2 visa sponsorship.
As a Disability Confident employer, we guarantee to offer an interview to all disabled applicants who meet the essential criteria for this vacancy.