Administrative Assistant in the ELIXIR Director's Office
Location:EMBL-EBI, Hinxton, near Cambridge, UK
Staff Category:Staff member
Contract Duration:3 years
Grading:3 (monthly salary starting at £2,149 after tax). For more information about pay and benefits click here
Closing Date:2.04.2017
Reference Number:EBI_00902

Job Description

The Administrative Assistant will provide comprehensive administrative support to the ELIXIR Office as directed by ELIXIR Director’s PA. The main duties and responsibilities are booking travel, taxis, hotels as directed, processing expense claims, ordering catering and providing support for local meeting logistics, reconciliation of the office credit card and ordering of supplies and equipment.

This is a part time post of 25-30 hours per week. The main duties and responsibilities are:

  • Arrange travel and process reimbursements for the ELIXIR Hub staff
  • Processing bookings, reimbursement claims and provide other administrative support for ELIXIR events officer
  • Reconciliation of the Directors Office credit card and associated bookings
  • Keep inventory of ELIXIR office equipment and promotional materials. Oversee restocking as necessary
  • Filing and logging of contracts and other administrative duties
  • Orders for the Directors office through the SAP system
  • Cover and support to other members of the Directors Office team as required
  • Providing absence cover for colleagues which may include minute taking

To undertake any other duties as agreed with the Director, consistent with the grading of this post.

Qualifications and Experience

You will have a record of administrative support preferably within an academic or research environment.

You should have a high level of attention to detail, excellent organisation, interpersonal and communication skills. The ability to demonstrate experience of working both independently as well as part of a team is important.

A good working knowledge of Windows, MS office application, email and web applications is required.


EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation. The remuneration package comprises a competitive salary, a comprehensive pension scheme and health insurance, educational and other family related benefits where applicable, as well as financial support for relocation and installation.

We have an informal culture, international working environment and excellent professional development opportunities but one of the really amazing things about us is the concentration of technical and scientific expertise – something you probably won’t find anywhere else.

Our staff also enjoy excellent sports facilities including a gym, a free shuttle bus, an on-site nursery, cafés and restaurant and a library.

Application Instructions

To apply please submit a covering letter and CV, with two referees, through

Additional Information

Applications are welcome from all nationalities - visa information will be discussed in more depth with applicants selected for interview.

EMBL-EBI is committed to achieving gender balance and strongly encourages applications from women, who are currently under-represented at all levels. Appointment will be based on merit alone.

The initial contract is for a period of three years with the possibility of a fixed-term extension.

Applications will close at 23:00 GMT on the date listed above.


ELIXIR collects, annotates, archives and makes available to all, critical life sciences data which enables Europe to collectively tackle some of the most pressing societal challenges.

The ELIXIR Hub is located at EMBL-EBI, Wellcome Genome Campus, and has excellent facilities in an attractive campus environment in the Cambridgeshire countryside with transport provided to nearby Cambridge and Saffron Walden. At ELIXIR you would join a dynamic, international team.

For further information on ELIXIR please visit