John Innes Centre Hiring for HR Administrative Assistant at Norwich Full Time

The post holder will be responsible for providing efficient and effective administrative support to the Human Resources department. This will include supporting recruitment and training and development activities, as well as general administration.

Key Relationships

The post holder will be line managed by the HR Payroll and Services Manager and will interact will all members of the HR team. Other key relationships include;

Internal: Senior staff, Scientists, employees, students and visiting workers across the NBI Partnership, John Innes Centre, Quadram Institute Bioscience and the Earlham Institute.

External: Job applicants and members of the public.

Main Activities & Responsibilities

Percentage

Recruitment Administration:
Arranging interviews which will include booking rooms, equipment and catering; requesting references; creating interview packs; assisting with the interviews on the day; taking eligibility to work documents; drafting terms and conditions; chasing outstanding documents; processing visiting workers through the recruitment system; adding visiting workers onto the HR system.

60

Training and Development Administration:
Assisting with the planning, organisation and coordination of training events; producing course materials, including packs, badges and registration sheets; sending joining instructions, pre-course materials and relevant information to staff and students; communication with course facilitators; supporting events, including room set-up and close-down, booking of venues, rooms, catering and equipment; dealing with routine enquiries; updating training records; budget administration, including tracking and recording of invoices; filing and scanning.

25

General Administration:
Meeting and greeting visitors to the department; answering the phones; assisting with queries; opening and distributing post; creating and maintaining personnel files including scanning, copying, filing and saving documents; preparing letters for staff and visitors; administrative tasks for the Head of Human Resources and HR team; taking notes at meetings as and when required; stationery orders; monthly reporting duties to ensure GDPR compliance.

10

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

5

Person Profile

Education & Qualifications

Requirement

Importance

5 GCSEs or equivalent, including English and Maths

Essential

A Levels or equivalent

Desirable

RSA Level 2 or above

Desirable

CIPD Level 3 or equivalent

Desirable

Specialist Knowledge & Skills

Requirement

Importance

Proven computer skills; significant experience using Word, Excel, Access and Outlook

Essential

Awareness of information security procedures, including confidentiality and data protection/GDPR at all times

Essential

Ability to write letters

Essential

Knowledge of scheduling appointments

Essential

Understanding of HR processes

Desirable

Relevant Experience

Requirement

Importance

Significant and recent experience working in an administrative role

Essential

Proven experience using HR or Data Management systems

Essential

Proven customer service experience

Essential

Previous experience working in an HR or recruitment environment

Desirable

Interpersonal & Communication Skills

Requirement

Importance

Ability to work effectively as part of a team, contributing to the overall success of the department

Essential

Ability to work independently using own initiative

Essential

Excellent organisational skills with the ability to prioritise

Essential

Good communication skills, both written and verbal, with the ability to communicate effectively at all levels

Essential

Customer focussed with the ability to use tact and diplomacy when required

Essential

Flexible approach to working practices

Essential

Additional Requirements

Requirement

Importance

Applicants must have the right to work in the UK as we do not hold a Sponsorship Licence

Essential

Attention to detail

Essential

Ability to maintain confidentiality and security of information

Essential

Able to present a positive image of self and the Partnership

Essential

Promotes equality and values diversity

Essential

Willingness to work outside standard working hours when required

Essential

Willingness to embrace the expected values and behaviours of all staff at the Partnership, ensuring it is a great place to work

Essential

Who We Are

NBI Partnership

The NBI Partnership provides non-scientific services to the John Innes Centre (JIC), Quadram Institute Bioscience (QIB), Earlham Institute (EI) and The Sainsbury Laboratory (TSL). All of these organisations carry out scientific research funded by the UK Government, European Union, Charitable and Industrial Sponsors. The Partnership employs around 140 staff to cater for the needs of approximately 1100 Research Staff, Students and Visiting Scientists who are all located in close proximity on the Norwich Research Park.

The John Innes Centre, Quadram Institute Bioscience, the Earlham Institute and The Sainsbury Laboratory are registered charities (No’s 223852, 1058499, 1136213 and 106550) and are Equal Opportunity Employers.

For more information about working at NBI Partnership, please click here.

Department

Human Resources

Group Details

The Human Resources team provides support and guidance to managers and staff throughout the Institutes, on everything to do with people. Services span the whole employment experience from recruitment, performance and absence management to training and development, pay and benefits and leaving processes. We work pro-actively alongside Science to ensure that people’s skills and potential are realised. The team is also responsible for ensuring that the Institutes are both legally compliant with Employment Legislation and following accepted best HR practice.

Living in Norfolk

Visit Norfolk

Schools in Norfolk

Childcare in Norfolk

Advertisement

HR Administrative Assistant

This is an exciting opportunity for an experienced administrator to join the Norwich Bioscience Institutes Partnership (NBIP), providing Recruitment and Training and Development administration and general administrative support to the Human Resources Team.

Background:
The Norwich Bioscience Institutes are a cluster of internationally renowned research organisations, working to tackle major challenges of the 21st Century – the sustainability of our environment, our food supplies and healthy ageing.

The NBI Partnership provides high quality, non-scientific support services for the diverse community of staff, students and visiting workers at the Institutes (the Earlham Institute, John Innes Centre, The Sainsbury Laboratory and Quadram Institute Bioscience) and for the NBI Partnership.

Based on the Norwich Research Park amongst 230 hectares of parkland, you will be joining a committed, professional and welcoming team. In addition, you will enjoy a competitive salary and annual leave, our defined contribution pension scheme, excellent recreational facilities and a range of other employee benefits.

The Human Resources team provides support and guidance to managers and staff throughout the Institutes, on everything to do with people. Services span the whole employment experience from recruitment, performance and absence management to training and development, pay and benefits and leaving processes. They work pro-actively alongside Science to ensure that people’s skills and potential are realised. The team are also responsible for ensuring that the Institutes are both legally compliant with Employment Legislation and following accepted best HR practice.

The role:
The post holder will work closely with the HR Advisors to help administer the recruitment process. This will include booking and arranging interviews, rooms, catering, requesting references and preparing and circulating packs to interview panels. They will also be required to assist with interviews on the day, check eligibility to work documentation and draft Terms and Conditions of employment for successful candidates.

Working alongside the Training and Development Co-Ordinator, the successful candidate will also support the planning, organisation and delivery of training and development events, booking facilities, collating course materials, sending joining instructions, updating training records and dealing with routine enquiries.

Other duties will include general administrative tasks such as answering phone calls, opening and distributing mail, filing, scanning and preparing letters.

The ideal candidate:
Candidates must have 5 GCSEs or equivalent, including in English and Maths. A CIPD Level 3 qualification or equivalent and/or RSA Level 2 qualification would be advantageous.

Candidates must have previous experience working in an administrative role and using HR or Data Management systems. Candidates must also have proven computer skills in Word, Excel, Access and Outlook and proven customer service experience.

Additionally, candidates will need to have excellent communication and organisational skills.

Additional information:
Salary on appointment will be within the range £19,700 to £21,430 pro-rata, per annum depending on qualifications and experience. This is a part-time role for 20 hours per week, offered on a permanent basis.

Applicants must have the right to work in the UK as we do not hold a Sponsorship Licence.

The NBI Partnership is an equal opportunities and disability confident employer. We are committed to attracting, recruiting and retaining the best talent, and welcome all applications.

The closing date for applications will be 8 May 2022. We reserve the right to close this advertisement earlier depending on the volume of applicants.