Administrative Officer

Working in the External Relations team of ELIXIR, the Administrative Officer will oversee the administration activities relevant to the effective operation of ELIXIR’s governance structures and provide support to internal communications within ELIXIR. This will include undertaking the following duties:

  • Organising the drafting of the agenda for ELIXIR’s governance committee meetings, keeping records of the meetings organised and scheduling future meetings.
  • Overseeing and contributing to the preparation of documentation for the ELIXIR Board, other governance committees and other ad-hoc Working Groups.
  • Minute taking at ELIXIR Governance committees, Working Groups and internal meetings to the ELIXIR Hub.
  • Managing documentation systems to ensure that actions arising from meetings are captured carried out in a timely manner and hard copies of contracts and agreements are archived.
  • Drafting letters to ELIXIR stakeholders and government officials, and preparation of responses to other enquiries as required.
  • Overseeing the process for the preparation of Collaboration Agreements with ELIXIR Nodes.
  • Maintaining ELIXIR contact lists and internal email distribution lists
  • Preparation of correspondence with ELIXIR partners, including weekly updates (in close collaboration with ELIXIR’s Communication Officer).
  • Assisting the External Relations team with maintaining the ELIXIR website and the preparation and distribution of other ELIXIR promotional material for use at conferences.
  • Representing ELIXIR at conferences (where required).
  • Administration of the monthly webinar series.
  • Any other tasks required to support the effective operation of ELIXIR’s governance structures.

Qualifications and Experience

  • You will have the following knowledge and competencies:
  • Ideally you would be educated to degree level in biology or a related discipline. However, those with A-level qualifications and relevant experience may be considered. Previous experience of performing administrative tasks in an academic or research environment, for example, in administering EU-funded projects. Alternatively, experience of supporting governance structures in other sectors (such as local or central government, NGOs) would be considered.
  • Excellent verbal and written communication skills are essential as well as the ability to work within an international, dynamic, and challenging environment. You must be able to independently plan and manage several activities concurrently, be tenacious yet diplomatic and possess good attention to detail.
  • Proficiency with standard desktop applications including Internet Explorer, Microsoft Word and Microsoft Excel, Google Docs and Google Drive and online teleconference and video conferencing facilities. Experience managing email lists would be beneficial.
  • Advanced English essential, particularly writing skills for minute taking and drafting of official correspondence. Other languages would be useful but are not essential.

Benefits

EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation. The remuneration package comprises a competitive salary, a comprehensive pension scheme and health insurance, educational and other family related benefits where applicable, as well as financial support for relocation and installation.

Our special legal status means that ELIXIR Hub staff are not affected by Brexit, and we offer exemption from UK immigration restrictions to those applying from outside the EU.

We have an informal culture, international working environment and excellent professional development opportunities but one of the really amazing things about us is the large-scale international collaborations in the high-paced field of life science data and the opportunity for international contacts with partners in our 21 member states – something you probably won’t find anywhere else.

Our staff also enjoy excellent sports facilities including a gym, a free shuttle bus, an on-site nursery, cafés and restaurant and a library.

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.

EMBL and ELIXIR are committed to gender balance and equal opportunities for all and strongly encourages applications from women. Appointment will be based on merit alone.

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

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

Closing date
Organisation name
ELIXIR Hub

Weekly Brief 8 January 2018

Hub updates

All the very best in 2018!

Nicola Kay is back from maternity leave and will take up her position of ELIXIR Scientific Administrator until the end of her contract in March 2018. Sheena Lee left the ELIXIR Hub in December 2017.

We are organising parallel flash talk sessions as part of the ELIXIR All Hands meeting 2018. Please help us to choose the flash talk themes by voting for themes from our list or proposing a new one.

Online content guidelines

Nodes tend to be actively online in at least one of three ways:

  1. Page on elixir-europe.org
  2. Node website
  3. Website of lead institute

Whichever format is most convenient and suitable for the Node should facilitate access to Node services. Each format should also use the correct capitalisation of ELIXIR terms.

ELIXIR-specific terms

Follow the capitalisation rules for ELIXIR words as seen here:

  • ELIXIR — Always capitalised, with the exception of the ELIXIR logo
  • ELIXIR-CONVERGE — The “CONVERGE” part is always capitalised and never stands alone (without “ELIXIR”)
  • ELIXIR Node, ELIXIR Hub, Data Platform
  • ELIXIR Members (or ELIXIR Member States), ELIXIR Observer
  • ELIXIR Board
  • Technical Coordinators’ Group, Training Coordinators’ Group
  • Head of Node — If there is more than one Head for a Node, say “Heads of Node”. If referring to multiple Heads (each Head presiding over a different Node), say “Heads of Nodes”.
  • Implementation Study — both words have first letter capitalised
  • research infrastructure — all lowercase, even though the acronym is “RI”
  • life sciences — all lowercase and plural

Node page on elixir-europe.org

Write a concise summary (approximately 300 words) of how the Node connects, provides and develops services. This summary should also briefly mention what the lead institute does on a national scale without listing a mission statement, as mission statements tend to already be stated within the overall objectives of ELIXIR.

It is also preferred that a Node not list future activities (unless the Node has just been established and hasn’t started any activities yet). Each page should explain activities specific to the Node as concretely as possible.

The Node page template automatically drops in the following for each Node:

  • Lead/participating institutes, their locations and websites
  • Names, pictures and affiliations for the Head(s) of Node, Technical Coordinator and Training Coordinator as they have listed them in the Intranet
  • Contact information of the Node: main email address, website and Twitter links
  • Links to services, if the Node has signed a Service Delivery Plan
  • Related news and events that have been posted on elixir-europe.org to promote the Node

The summary should therefore provide information aside from what a user could already access via the template. The Node should, however, check that information provided through the template is correct.

Node website

Principles to be applied

  1. ELIXIR Nodes that do not have a separate brand or identity should use the ELIXIR Node website template.
    • A Drupal installation is available and used already by several ELIXIR Nodes
    • Alternatively, an HTML template exists for Nodes that do not use the Drupal Content Management System.
    • Both templates have been developed for English language version. All websites of ELIXIR Nodes should be fully localised in English. For ELIXIR Node website templates, please contact martin.cook [at] elixir-europe.org. 
  2. All Node websites that have a separate brand and identity should acknowledge membership of ELIXIR visibly. This can be done through displaying:
    • ELIXIR logo; and/or
    • Text and acknowledgement of ELIXIR. The standard boilerplate text for ELIXIR may be published:

ELIXIR unites Europe’s leading life-science organisations in managing and safeguarding the massive amounts of data being generated in publicly funded research. It coordinates, integrates and sustains bioinformatics resources across its Member States and enables users in academia and industry to access vital data, tools, standards, computational and training services for their research.


For ELIXIR Node logo requests, please contact premysl.velek [at] elixir-europe.org.

News releases

News releases should feature Node activities and services in a brief article format. They can also provide more context to updates that are promoted through social media (such as the announcement of a new paper published, new project launched, new video uploaded, etc.).

As you write news releases, keep the following in mind:

  • A news release is an article — who, what, when, where, why, how. Job vacancies and event pages should be elsewhere on the site.
  • Feel free to copy and paste elixir-europe.org news releases or link to them within Node news releases
  • Write with the assumption that visitors to the site are unfamiliar with ELIXIR. Clarify ELIXIR-specific jargon where possible.

Website of lead institute

It is ideal that a lead institute have a page or section of its site dedicated to information on activities as an ELIXIR Node, being especially clear about:

  • What ELIXIR is
  • Specific areas of the lead institute that are involved in ELIXIR
  • What the lead institute is contributing to ELIXIR as a Node

For examples of how lead institutes have created dedicated landing pages for Node activities, check out ELIXIR Spain's page at http://www.inab.org/about/inb-in-elixir/ and ELIXIR Netherlands' section at https://www.dtls.nl/elixir-nl/about-elixir-nl/.

Evaluating online presence

Any website with a connected domain can use Google Analytics for free. Remember, however, that Google Analytics must be enabled to a site (unlike Twitter Analytics, which automatically collects data on activity as soon as a Twitter account is created). Follow Google Analytics instructions for how to give it permission to gather data from a Node site.

For Node sites, it is most useful to know:

  • How often the site is used: Home > How are your active users trending over time?
  • The most popular (i.e. most visited) page, and how high the Node “services” page ranks: Home > What pages do your users visit?
  • Site referrals, particularly those from social media:
    • Acquisition > Overview (to see percentages of site referrals from organic searches, referrals, direct clicks and social media)
    • Acquisition > Channels > Click on “Social” in the “Default Channel Grouping” column of the table (to see breakdown of referrals from multiple social media channels)
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