Team Administrator
Location:EMBL-EBI Hinxton near Cambridge, UK
Staff Category:Staff member
Contract Duration:3 years (renewable)
Grading:3 (monthly salary starting at £2,187.76 after tax). For more information about pay and benefits click here
Closing Date:5 August 2018
Reference Number:EBI_01258

Job Description

The Genomics and Archive clusters at EMBL-EBI are looking for an experienced team administrator. The successful candidate will work as part of a three person team that providing administrative support to the Team Leaders within the Genes, Genome and Variation and Molecular Archive clusters and will also provide administrative support to the groups within the clusters.

The main duties and responsibilities will be to:

  • Provide a full range of administrative services to the Genomics and Archive clusters, which together are currently approximately 215 people;
  • Provide periodic PA cover to the two cluster heads;

  • Provide support to the Team Leaders and groups in organising meetings, conferences, retreats and other events;

  • Organise the group's travel arrangements, including booking of flights, accommodation, taxis and reimbursement of costs;

  • Manage the diaries of Team Leaders;

  • Maintain appropriate records;

  • Ensure group staff travel reimbursement claims are processed through EMBL’s SAP system;

  • Maintain group annual leave records;

  • Process group orders through SAP purchasing;

  • Support visitors to the institute, which may include assisting them with travel arrangements and travel reimbursing;

  • Take telephone calls, replay messages as appropriate, receiving visitors, redirecting queries;

  • Maintain appropriate filing systems for matters relating to the clusters;

  • Identify areas to improve administrative and reporting processes within the clusters.

About working at EMBL-EBI


At EMBL-EBI, we help scientists realise the potential of ‘big data’ in biology by enabling them to exploit complex information to make discoveries that benefit mankind. Working for EMBL-EBI gives you an opportunity to apply your skills and energy for the greater good. If you’ve ever visited the campus you’ll have experienced first hand our friendly, collegial and supportive atmosphere, set in the beautiful Cambridgeshire countryside. Competitive salary, an informal culture, professional development, an on-site nursery, gym, café and library, and a subsidised bus service are some of the benefits to working here.


As part of EMBL, we are a non-profit, intergovernmental organisation funded by 21 member states and two associate member states and proud to be an equal-opportunity employer. We are located on the Wellcome Genome Campus near Cambridge in the UK, and our 570 staff are engineers, technicians, scientists and other professionals from all over the world.

Qualifications and Experience

The ideal candidate should have proven experience within an administrative position and must be confident in their ability to deal with tasks for a demanding group. The ability to manage complex teams and working with international partners would be a distinct advantage.

The post holder will be able to demonstrate a good knowledge of Windows, MS office applications, email 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. The ability to work independently and to tight deadlines, and to use initiative is essential. S(he) will also need to demonstrate an ability to work as part of an team.

Application Instructions

To apply please submit a covering letter and CV, with two referees, through our online system.

Additional Information

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


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


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