Main Purpose of the Job

To provide administrative support within the Advanced Training team at Earlham Institute. The team coordinates the Advanced Training programme, which delivers high-quality, specialist training and development opportunities to the UK and international research community. Alongside this, we also support with organisation of larger events, and visitors to the institute where there is an element of training and skills development.

Key Relationships

Providing administrative support to the Events Manager and Head of Advanced Training Some working with Research Groups and other teams at EI including Business Support, Communications, Business Development & Impact Liaising with external caterers and restaurants.

Main Activities & Responsibilities

Percentage

Assisting the Events Manager and Head of Advanced Training with registration processes for events, including setting up registration forms, monitoring registrations and related procedures

20

Coordinating logistics for on-site and virtual events including catering, transportation, travel and accommodation requirements for external parties, and generating printed material such as delegate name badges

20

Handling general enquiries and liaising with event participants (phone and email)

20

Raising invoices and monitoring payments

20

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

10

Collate feedback into spreadsheets for reporting statistics following templates

5

Where cover or additional support is necessary, provide on the day support for events, including being proactive and troubleshooting where necessary to ensure smooth running of events, whether on site or virtual

5

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

GCSEs or equivalent, grades A*-C/9-4, including English and Maths

Essential

Specialist Knowledge & Skills

Requirement

Importance

Ability to prioritise a heavy and diverse workload

Essential

Excellent time-management skills with the ability to perform under pressure

Essential

A high degree of attention to detail

Essential

Excellent computer literacy including MS Office programmes, in particular Excel

Essential

Familiarity and competency in event management software

Desirable

Relevant Experience

Requirement

Importance

Experience in use of Zoom as a host role

Desirable

Interpersonal & Communication Skills

Requirement

Importance

Excellent communication skills, both written and verbal

Essential

Strong customer focus

Essential

Able to work independently and using initiative

Essential

Excellent interpersonal skills, with the ability to work well as part of a team

Essential

Additional Requirements

Requirement

Importance

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

Promotes equality and values diversity

Essential

Earlham Institute

About the Earlham Institute
The Earlham Institute is a hub of life science research, training, and innovation focused on understanding the natural world through the lens of genomics.

We are building a future where the biology of any organism can be understood by analysing its genome. Our mission is to decode the scale and complexity of living systems so we can understand, benefit from, and protect life on Earth.

The Earlham Institute is based on the Norwich Research Park and is one of eight institutes that receive strategic funding from the UKRI Biotechnology and Biological Science Research Council (BBSRC).

Our Science
Earlham Institute scientists specialise in developing and testing the latest tools and approaches needed to decode living systems and make predictions about biology.

We are home to state-of-the-art facilities and technology, creating a unique combination of expertise and infrastructure. We have dedicated laboratories for genome sequencing, single-cell analysis, engineering biology, and large-scale automation; as well as one of the largest supercomputing facilities for life science research in Europe. Our Advanced Training team also provides access to specialised scientific training to upskill the next generation of research and technical staff.

Our Culture
The Earlham Institute champions 'team science'. Our collegiate and innovative research environment comes with significant support, including a commitment to your professional development, research and administrative assistance, and opportunities to build collaborations with scientists and industry on the Norwich Research Park, across the UK, and internationally.

The Institute is also home to talented technical and operational staff, whose invaluable contributions enable our science to have the maximum impact. We aim to recognise, reward, and develop all staff and students so that every individual feels able to achieve their best with us.

We work hard to nurture an engaged and positive workplace, centred on core values that include openness, technical excellence, and collaboration. We attract staff from around the world who contribute to - and benefit from - an environment that enables them to deliver world-class science alongside a supportive and social community.

For more information about working at the Earlham Institute, please click here.

Further Information:

Our Vision and Mission

Our Strategy

Our Culture

Life at Earlham Institute

Department

Advanced Training

Group Details

The group coordinates the Advanced Training programme, which delivers high-quality, specialist training and development opportunities to the UK and international research community. This post will report to the Training Events Manager.

Living in Norfolk

• Visit Norfolk
• Schools in Norfolk
• Childcare in Norfolk

Events Administrator

Applications are invited for an Events Administrator to join the Advanced Training Department at the Earlham Institute, based in Norwich, UK.

Background:

The Events Administrator will join the Advanced Scientific Training Group at the Earlham Institute. The Advanced Scientific Training Group is responsible for delivering EI’s programme of training, events, and visitors programmes to disseminate our research and expertise to the wider research community.

The role:

The Events Administrator will:

• Support the training programme portfolio and other events, including planning and operational running of the logistics and administrative aspects of organising events of various sizes.
• Set up registration forms for our events and monitor registrations
• Raise invoices and monitor payments, working closely with our finance team
• Be the first point of contact for our team, monitor a shared inbox and respond to general enquiries, liaise with event participants and other stakeholders
• Coordinate the collection of feedback and statistics, monitoring of the events and ensuring evaluations and feedback are collected following a precise and comparable structure.
• Attend and support the smooth running of the events on-site or online where cover or extra support is required.

The ideal candidate:

Earlham Institute are looking for an experienced, self-motivated individual with qualifications or relevant administration experience.

You will be a pro-active person with a high attention to detail, have a strong customer focus and professional attitude. You will be highly organised, approachable, and clear in your communication, both written and orally.

The successful candidate will be competent with computers, quick to learn and have the ability to think on their feet providing solutions to any issues arising. Due to the nature of the role, you will be able to work independently as well as part of a team. Some out of hours work or adjustment to usual working pattern may be required for running of events, with plenty of notice.

This is a 20 hour per week role, and the preferred working pattern is across four days. However, other working patterns will be considered, where this provides sufficient cover for the training and events team.

Additional information:

Salary on appointment will be within the range £23,250 to £25,400 per annum, pro-rata depending on qualifications and experience. This is a part-time post offered for two years initially with potential for extension.

Interviews are expected to be held week commencing 4 November 2024.

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

The closing date for applications will be 7 October 2024.