ELIXIR Administrator

Your role

We are excited to launch this new opportunity for an Administrator to join the dynamic and international team at the ELIXIR Hub in Hinxton, UK.

Reporting to the Head of Operations and working closely with the ELIXIR Financial Officer and other members of the Operations Team, you'll support us to implement administrative processes at the ELIXIR Hub.

In this varied role you will help ELIXIR in its mission to coordinate, integrate and sustain bioinformatics resources across its members, and to enable users in academia and industry to access services that are vital for their ground breaking research.

Organising And Booking Travel

The main duties and responsibilities are as follows:

• Arranging travel for ELIXIR Hub staff, ensuring all travel plans are cost-effective and efficient
• Process travel bookings through the SAP system and keep the Trello Board up-to-date with travel arrangements.

Handling Reimbursement Requests

• Process reimbursement claims for both ELIXIR Hub staff and external ELIXIR members and visitors
• Handle petty cash claims by tracking and recording transactions in the system.

Credit Card Reconciliation

• Reconcile ELIXIR’s credit card statements and associated bookings.
• Prepare monthly reconciliation reports.
• Monitor credit card usage to ensure compliance with company policies.
• Address any discrepancies promptly to ensure accurate financial records.

Financial Transactions

• Confidently handle transactions in multiple currencies, ensuring accuracy in currency conversions and related financial processes.
• Ordering office supplies and equipment for ELIXIR Hub Operations through the SAP system as needed.
• Maintain accurate financial records and documentation.
• Process invoices and payments in a timely manner.

Administrative Support For Events

• Process bookings and reimbursement claims related to events.
• Track expenses to stay within allocated funds and communicate to attendees if required.
• Keep a track of agreed expenses for Community events and deal with invoices.
• Create visa letters and events attendance letters if required.
• File signed attendance sheets in a folder and on Lucio.

Continuous Improvement

• Proactively identify improvement activities within areas of responsibility and support change as agreed.
• Implement best practices in financial administration and operations.

You have

• Educated to at least A Level standard with GCSE Mathematics and English or hold equivalent qualifications or have equivalent practical experience
• Relevant experience of administrative work preferably within an academic or research environment.
• Experience working in a team to deliver exceptional results.
• Experience of organising international travel
• Working knowledge of MS Windows and Google Suite systems

You may also have

• Experience in handling multi-currency transactions
• Experience in managing reimbursement claims
• Experience using SAP or Workday

Contract length: 3 years, project limited contract.

Salary: Grade 3, monthly salary from £2767.32 after tax but excluding pension and health insurance contributions. Plus generous benefits and financial allowances based on family circumstances.

Do something meaningful

ELIXIR unites Europe’s leading life science organisations in managing and safeguarding the increasing volume of data being generated by publicly funded research. It coordinates, integrates and sustains bioinformatics resources across its member states and enables users in academia and industry to access services that are vital for their research.

Our values

The ELIXIR Hub Has a Strong Organisational Culture Which Is Defined By Our Core Values. To Ensure a Good Fit With Our Team, We Look To Recruit Candidates Who Share Our Five Values

• We work to benefit everyone
• We are trusted
• We work with a spirit of openness
• We strive for excellence
• We work in an environment of respect

Enjoy Lots Of Benefits

• Financial incentives: Monthly family, child and non-resident 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 to eight bank holidays
• Relocation package including installation grant (if required)
• 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 paid maternity & parental leave, holiday clubs on campus and monthly family and child allowances
• Benefits for non-UK residents: Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance.

What else you need to know

• International applicants: We recruit internationally and successful candidates are offered visa exemptions.
• Diversity and inclusion: At ELIXIR, 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

15/05/2025