Administrative Officer - Events Hinxton, England
Job description
Administration
Hinxton, UK
In this job
Your role
You have
You might also have
Why join us
What else you need to know
More about EMBL-EBI
The Administration & Operations team at ELIXIR is expanding, and we're looking for an Administrative Officer - Events to join our Hinxton based team.
Supporting the Senior Administrative Officer - Events, you'll play a key role supporting the administration of events from initial concept, right through to post-event wrap up. To do this, you'll collaborate with teams across the ELIXIR Hub and diverse set of stakeholders across the 22 ELIXIR Nodes, industry and other external stakeholders.
In this newly created role you will not only contribute to the events themselves but you will also support the planning and development of our long term events strategy.
Your role
The main duties and responsibilities are as follows:
Support events organised by the ELIXIR Hub including coordinating and clarifying contributions from ELIXIR Hub colleagues and co-organisers.
Establish a professional working relationship with relevant contacts in ELIXIR Nodes, ELIXIR governance groups, industry and external stakeholders, including suppliers, venues and external speakers.
Control expenditure on assigned events, and have delegated responsibility for individual event budgets.
Coordinate events’ logistics including catering, technical, transport, international travel and accommodation.
Coordinate virtual events’ logistics including handbooks, video links and communication channels.
Programme non-scientific content of events: social and networking provision, off-site dinners, etc.
Ensuring the cost-effective delivery of ELIXIR’s events in full compliance with all relevant regulations, including those set by external funders
Prepare financial and statistical reports following events
Familiarize with ELIXIR’s internal rules and procedures applicable to events and
ensure minimum requirements in contracts, liaising with Procurement and Legal
Services.
Actively promote equality, diversity, inclusion and proactively support the use of the ELIXIR Code of Conduct.
The role is likely to involve some out-of-hours work, including occasional work at weekends. ELIXIR events are usually organized in Europe to better reach our stakeholders across ELIXIR’s 22 Member States. Thus, regular international travel may also be required. In order to provide effective organization and delivery, you be supported to stay abreast of the development of the ELIXIR organization as well as campus development.
Closing date: 16 March 2023
Contract duration: 3 years (renewable to a maximum of 9 years)
Grading: Grade 4 (monthly salary from £2,674.17 after tax plus benefits)
Reference number: EX00047
You have
Experience of event management in international industrial, academic or research environments;
Experience of organizing and independently managing delivery within a multidisciplinary, collaborative team environment.
A high level of literacy with excellent verbal and written English.
Comfortable working and contributing to a multidisciplinary team.
Experience in handling deadlines and workload by actively managing and clarifying priorities
Ability to evolve and adapt to the continuous improvement in processes, methodologies and technologies being used by the ELIXIR Hub.
Willingness to occasionally work outside normal office hours.
Sound knowledge of MS Office (Word, Excel, PowerPoint) and G Suite (Docs, Sheets, Slides).
You might also have
A diploma or degree in an events or business administration related subject
Experience gained in the context of an intergovernmental organization would be an asset
Experience in contract management related to events
Working knowledge to a professional level of an additional European language/s.
Why join us
Do something meaningful
ELIXIR unites Europe’s leading life science organisations in managing and safeguarding the increasing volume of data being generated by publicly funded research. It coordinates, integrates and sustains bioinformatics resources across its member states and enables users in academia and industry to access services that are vital for their research.
Our values
The ELIXIR Hub has a strong organisational culture which is defined by our core values. To ensure a good fit with our team, we look to recruit candidates who share our five values:
We work to benefit everyone
We are trusted
We work with a spirit of openness
We strive for excellence
We work in an environment of respect
Enjoy lots of benefits:
Financial incentives: Monthly family, child and non-resident allowances, annual salary review, pension scheme, 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.
Working at EMBL-EBI
Join our diverse team and help power the next generation of discoveries in the life sciences.
People get satisfaction out of seeing their work make a difference, so I encourage my team to look at outcomes and impact.
Gemma Wood, Head of Communications
What else you need to know
Contract duration: This position is a 3 year contract, renewable 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 ELIXIR, 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, near Cambridge, UK. You will be required to relocate if you are based overseas and you will receive a generous relocation package to support you.
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: 16th March 2023.
