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-EBIs 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
Apply now! Benefits and Contract Information
Financial incentives: depending on circumstances, monthly family/marriage allowance of £272 monthly child allowance of £328 per child. Non resident allowance up to £556 per month. Annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances
Hybrid 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 (as applicable)
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, child sick leave, generous parental leave, holiday clubs on campus and monthly family and child allowances
Contract duration: This position is a 3 year contract renewable up to 9 years
Salary: Monthly salary starting at £2767 after tax but excl. pension & insurances) + benefits (Total package will be dependent on family circumstances)
Diversity and inclusion: At EMBL-EBI, 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.
To apply, please submit a covering letter and CV via our online system. Applications will close on 05 07 2025
TPBN1_UKTJ