Main Purpose of the Job

Providing administrative and organisational support within the Institute.

Key Relationships

• Chief Scientific Officer
• Head of Admin Support / Executive Assistant to CEO
• Directorate
• Group Leaders and their teams
• Science Operations

Main Activities & Responsibilities

Percentage

Providing administrative and organisational support to the Chief Scientific Officer (CSO).

20

Supporting Groups Leaders, and their teams with a particular focus on the Food, Microbiome and Health Programme.

20

Assisting the Head of Admin Support/Executive Assistant to CEO.

20

Arranging extensive travel and conference attendance in the UK and overseas.

10

Organising itineraries for external visitors, and assisting with the organisation of seminars, workshops and events.

10

Organising and coordinating committee meetings (internal and external), as assigned. Duties to include preparation of reports, compiling agendas, distribution of related papers, minute taking, and following up actions.

10

Completing and updating internal documentation, databases, and policies.

5

Assisting other members of the Directorate Admin Support Team, including providing cover during absence.  

5

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

Education & Qualifications

Requirement

Importance

4 GCSE grades A*-C / 4-9 including English and Maths

Essential

Administrative qualification such as NVQ level 3 or equivalent

Essential

Specialist Knowledge & Skills

Requirement

Importance

Compentent minute taker

Essential

Proficient in Microsoft Office

Essential

Relevant Experience

Requirement

Importance

Organising corporate travel

Essential

Proven experience working in an administrative support role

Essential

Diary management

Essential

Organising meetings (internal and external to an organisation)

Essential

Organising events

Desirable

Interpersonal & Communication Skills

Requirement

Importance

Organised and proactive

Essential

Ability to multitask

Essential

Excellent communication skills, both written and verbal

Essential

Good interpersonal skills, with the ability to work well as part of a team

Essential

Ability to work under pressure and meet deadlines

Essential

Ability to work independently, using initiative and applying problem solving skills

Essential

Additional Requirements

Requirement

Importance

Attention to detail

Essential

Promotes equality and values diversity

Essential

Detail-orientated with the ability to follow instructions and policies/processes

Essential

Able to present a positive image of self and the Institute, promoting both the international reputation and public engagement aims of the Institute

Essential

Ability to maintain confidentiality and security of information where appropriate

Essential

Willingness to work outside standard hours as required

Essential

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

Essential

Quadram Institute Bioscience

The Quadram Institute is at the forefront of a new interface between food science, gut biology and health, developing solutions to worldwide challenges in food-related disease and human health.

We are engaged in fundamental and translational food and health research, alongside clinical studies, endoscopy and industry, working together to become a leading international hub for food and health research, combining scientific excellence and clinical expertise, delivering impacts on patient care and accelerating innovation.

The Quadram Institute is a diverse and multicultural scientific community. We thrive on our international and European links, appointing staff from across the world. Any candidate who would like further information on current or anticipated immigration requirements can contact the HR Team on +44 (0)1603 450888 or nbi.recruitment@nbi.ac.uk.

For more information about working at Quadram Institute Bioscience, please click here.

Department

Directorate

Group Details

Directorate
Food, Microbiome and Health Programme

Living in Norfolk

• Visit Norfolk
• Schools in Norfolk
• Childcare in Norfolk

Executive Support Assistant

Applications are invited for an Executive Support Assistant to join the Directorate Administration Support Team at Quadram Institute Bioscience (QIB), based in Norwich, UK.

The role:

The Executive Support Assistant will provide administrative and organisation support within the Institute. This includes duties such as:
Coordinating diaries and scheduling meetings for senior individuals and teams.
Arranging extensive travel and conference attendance in the UK and overseas.
Organising itineraries for external visitors, and assisting with the organisation of seminars, workshops and events.
Dealing with internal and external communications, assigning priorities and managing responses.
Organising and coordinating committee meetings, providing support, logistical assistance, document preparation, minute taking, and following up actions.
Completing and updating internal documentation, databases, and policies.
Preparing documents and reports for internal and external use.
The ideal candidate:

The ideal candidate will hold at least 4 GCSE grades A*- C (4-9) including English and an administrative qualification such as NVQ level 3 or equivalent. Previous experience working in an administrative support role, including experience organising internal and external meetings is essential.

The post holder will be experience in minute taking and be proficient in Microsoft Office programs. Experience in organising events would be beneficial but is not essential.

Applicants will need to be detail orientated with the ability to follow instructions and policies / procedures. They will need to have the ability to work independently, using initiative and applying problem solving skills.

Additional information:

Salary on appointment will be within the range £28,890 to £32,100 per annum depending on qualifications and experience. This is a full-time post offered on an indefinite basis.

Please note, this post does not meet UKVI requirements to provide visa sponsorship.

We are committed to the principles of equity, diversity and inclusion, and welcome applications from all sectors of society. The Institute values of Respect, Innovation, Collaboration and Excellence are at the heart of all we do, and we expect all employees to share and display these values. To support our commitment, we have a range of family, faith and diversity friendly working arrangements to help all staff achieve excellence in their area of work.

As a Disability Confident employer, we guarantee to offer an interview to all disabled applicants who meet the essential criteria for this vacancy.

About the Quadram Institute:

The Quadram Institute is a new interdisciplinary research institute dedicated to understanding how food and microbes interact to promote health and prevent disease. Its mission is to deliver healthier lives through innovation in gut health, microbiology and food. A partnership between Quadram Institute Bioscience, the University of East Anglia, the Norfolk and Norwich University Hospital and BBSRC, it brings together scientists and clinicians in a state-of-the-art building on the Norwich Research Park. This is one of Europe’s largest centres of life sciences and home of the John Innes Centre and The Earlham Institute. (https://quadram.ac.uk/).

The closing date for applications will be 14 September 2025

The Quadram Institute Bioscience is a registered charity (No. 1058499) and is an Equal Opportunities Employer