EMBL-EBI is an international and innovative champion of open data in the life sciences. Our reception team are the welcoming face for visitors, trainees and staff from around the globe. Situated on the Wellcome Genome Campus near Cambridge, UK. We are looking for a professional and friendly person, who has the ability to remain calm and courteous at all times. As many of our staff and visitors are from overseas, languages or experience of working in an international environment would be beneficial. The ability to prioritise tasks and manage a varied workload is essential. The role will work closely with the wider Reception team, Facilities and central admin and operations office. Main Duties and Responsibilities Reception Welcoming visitors, staff and trainees in a professional, courteous and timely manner Support the new starter induction process and leavers updates Ensuring all incoming calls and emails inquiries are answered promptly and forwarded correctly Sorting and processing incoming and outgoing mail, as well as booking and receiving courier deliveries Dealing with staff inquiries in a polite and helpful manner Booking taxis for visitors and staff, maintaining the appropriate records Liaising with campus security teams to ensure the correct access and security passes are available for staff and visitors. Central coordination and oversight of EMBL-EBI’s room booking system. Including direct booking and approval of key rooms and shared campus facilities. Coordinating maintenance work with the facilities team and via the campus CAFM helpdesk. Liaising with campus security, cleaning, catering, maintenance, external suppliers and the other campus Institutes on site, as required e.g. deliveries Supporting the health and safety process as required. E.g. Contacting a first aider and/or campus security and staff should an emergency situation arise. Wider administrative support Providing additional administrative support including, diary management for senior admin and operational leaders Booking of travel and producing comprehensive travel itineraries as requested Support internal and if required, external event organisation, such as administration network or training days Maintain administration intranet and admin handbooks, including monitoring communication channels for queries and admin process develop OfficeSpace tool support, as required. EMBL office management tool Covering and assisting with other colleagues over the larger administrative group when required Person Specification Essential Previous experience in working as a Receptionist and/or Administrator Intermediate level understanding of MS Office and Google Suite applications An aptitude for learning new systems quickly and efficiently Outstanding customer services skills Desirable Experience of working in an international environment A second language would be advantageous Ability to support continuous improvement, contributing to the development of the service provided Contract length: 3 years, renewable to a maximum of 9 years. Salary: Grade 3, monthly salary from £2767 after tax, plus financial allowances based on family circumstances. excl. pension and insurance contributions. Why join us Do something meaningful At EMBL-EBI you can apply your talent and passion to accelerate science and tackle some of humankind's greatest challenges. EMBL-EBI, part of the European Molecular Biology Laboratory, is a worldwide leader in the storage, analysis and dissemination of large biological datasets. We provide the global research community with access to publicly available databases and tools which are crucial for the advancement of healthcare, food security, and biodiversity. Join a culture of innovation We are located on the Wellcome Genome Campus, alongside other prominent research and biotech organisations, and surrounded by beautiful Cambridgeshire countryside. This is a highly collaborative and inclusive community where our employees enjoy a relaxed atmosphere. We are committed to ensuring our employees feel valued, supported and empowered to reach their professional potential. Watch this video to see how EMBL-EBI makes an impact. Enjoy lots of benefits: Financial incentives: Monthly family and child allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances Flexible working arrangements - including hybrid working patterns 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 public holidays 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 For detailed information please visit our employee benefits page here. What else you need to know EMBL is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here. Diversity and inclusion: At EMBL, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We encourage applications from women, LGBTQ & individuals from all nationalities. How to apply: To apply please submit a cover letter and a CV through our online system. Applications will close at 23:59 CET on the date shown below. We aim to provide a response within two weeks after the closing date. Closing Date 05/07/2025