PA to Section Head/Section Administrator

☞ European Molecular Biology Laboratory

View: 107

Update day: 07-05-2024

Location: Cambridge East

Category: Administrative / Clerical / Assistant Executive management

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Job content

EMBL-EBI is looking for an experienced PA/Section Administrator to join our GGA Section providing administrative support for the Section’s Team Leaders and personnel.
Within this new position you will have line management responsibilities for the Section’s administrative staff (typically one person) and will report to the Section Head (Rob Finn).

Your role

  • Provide PA support to the Section Head including:
    • diary management and planning
    • email support
    • minuting meetings
    • document drafting and formatting
    • tracking of deadlines
  • Manage the Section’s administrative staff
  • Provide support to the Section’s Team Leaders and groups in organising meetings conferences, scientific advisory boards, retreats and other events.
  • Organise the Section’s travel arrangements, including booking of flights, accommodation, taxis and reimbursement of costs.
  • Manage the diaries for the Section’s Team Leaders.
  • Maintain appropriate records (financial, meetings, people within a Section etc).
  • Reconcile the Section’s credit cards
  • Ensure Section staff travel reimbursement claims are processed promptly through SAP.
  • Maintain Section annual leave records.
  • Process Section orders through SAP purchasing
  • Support visitors to the institute, which may include assisting them with travel arrangements and travel reimbursement.
  • Manage the transition of new team members
  • Manage allocation of office space and furniture/hardware to personnel
  • Take telephone calls, relay messages as appropriate, receiving visitors, redirecting queries.
  • Support the Section Head and Section administrative staff in improving administrative and reporting processes

You have

The ideal candidate should have proven experience within an administrative position, preferably as a PA/Admin to a senior member of staff and must be confident in their ability to deal with tasks for a demanding group of 85-120 people. The ability to manage complex teams and working with international partners would be a distinct advantage. Line management experience is preferred as is minuting experience.

The post holder will be able to demonstrate a good knowledge of Windows, MS office applications, email, google documents and diaries and Web applications. They should be confident in their ability to learn how to use new software and applications as the need arises.

The successful candidate should have excellent organisational, interpersonal and communication skills and a proven ability to prioritise given an international, complex and diverse working environment. The ability to work independently and to tight deadlines, and to use initiative is essential. They will also need to demonstrate the ability to work as part of a team of administrators.

You might also have

SAP and FileMakerPro software experience is useful, but training will be provided.

Why join us

Do something meaningful
At EMBL-EBI you can apply your talent and passion to accelerate science and tackle some of humankind’s greatest challenges. EMBL-EBI, part of the European Molecular Biology Laboratory, is a worldwide leader in the storage, analysis and dissemination of large biological datasets. We provide the global research community with access to publicly available databases and tools which are crucial for the advancement of healthcare, food security, and biodiversity.

Join a culture of innovation
We are located on the Wellcome Genome Campus, alongside other prominent research and biotech organisations, and surrounded by beautiful Cambridgeshire countryside. This is a highly collaborative and inclusive community where our employees enjoy a relaxed atmosphere. We are committed to ensuring our employees feel valued, supported and empowered to reach their professional potential.

Enjoy lots of benefits:
  • Financial incentives: Monthly family, child and non-resident allowances, annual salary review, pension scheme including 17% employer contribution, death benefit, long-term care, accident-at-work and unemployment insurances
  • Flexible working arrangements
  • Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover)
  • Generous time off: 30 days annual leave per year, in addition to eight bank holidays
  • Relocation package including installation grant (if required
  • Campus life: Free shuttle bus to and from work, on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely)
  • Family benefits: On-site nursery, 10 days of child sick leave, generous parental leave, holiday clubs on campus and monthly family and child allowances
  • Benefits for non-UK residents:Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance.
For more details please see our employee benefits page.

What else you need to know

  • Contract duration: This position is a 3 year contract, with a possibility for renewal to a maximum of 9 years.
  • International applicants: We recruit internationally and successful candidates are offered visa exemptions. Read more on our page for international applicants.
  • Diversity and inclusion: At EMBL-EBI, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We encourage applications from women, LGBTQ+ and individuals from all nationalities.
  • Job location: This role is based in Hinxton, UK and you will be required to relocate once it is safe to do so, if you are currently based abroad. Read more about how we are recruiting during the pandemic.
  • How to apply: To apply please submit a cover letter and a CV through our online system. We aim to provide a response within two weeks after the closing date.
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Deadline: 21-06-2024

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