NGI Governance and Legal Administrator

Job Title: NGI Governance and Legal Administrator

Post Number: 1004885

Closing Date: 11 May 2025

Grade: SC7

Starting Salary: £28,550-£31,500 (Salary will be pro-rata, based on a full time 37 hour week)

Hours per week: 22.5

Months Duration: 24

Flexible Options: Although full-time hours are available, applications from those interested in working part-time hours are also welcomed.

Job Description

Main Purpose of the Job

An exciting opportunity has arisen for a Governance and Legal Administrator to support the delivery of the Next Generation Infrastructure (NGI) programme at the John Innes Centre (JIC). NGI is a programme of construction works seeking to address the deterioration of existing infrastructure at JIC to create a world class scientific research facility at the heart of the Norwich Research Park. This role will work alongside the Governance and Legal Lead for NGI in managing board meetings and supporting maintenance of high standards of corporate governance across the NGI programme. The Governance and Legal Administrator will be responsible for collating and distributing board papers; taking minutes of board meetings; working with NGI external consultants to document decision making across the NGI programme; and assisting in the document execution, management and archiving of legal agreements.

Key Relationships

The post holder will work closely with the NGI Governance and Legal Lead and the wider NGI client project team including:

1. NGI Programme and Change Manager
2. NGI Programme Office Administrator
3. NGI Programme Director
4. NGI Project Director
5. JIC / NGI Project Managers
6. NGI External Project Management Team

Main Activities & Responsibilities

Management of Board Meetings:

1. Liaising with the NGI Programme and Change Manager, NGI Programme Office Administrator and JIC NGI Project Managers to ensure that all Boards are scheduled with meeting rooms and required AV equipment booked.
2. Agreeing the agenda for all Boards with the relevant Chair.
3. Collating board papers from the NGI Project Team and NGI external consultants and arranging their distribution to board members in line with required time periods.
4. Taking minutes of Board meetings and agreeing them with the relevant Chair before distributing to attendees.
5. Updating and maintaining action logs for Board meetings.
6. Following up with action holders for their progress on the action log ahead of the next relevant Board meetings.

Governance Process Management:

1. Updating and maintaining a decision log for Board meetings.
2. Supporting the NGI Governance and Legal Lead with ensuring that the NGI Project Team and NGI external consultants are informed of the governance processes required for decision making in the NGI Programme.
3. Supporting the NGI Governance and Legal Lead with maintaining policies and procedures detailing the governance process for the NGI Programme.

Document Management:

1. Updating and maintaining a log of legal agreements entered into by JIC for the NGI programme.
2. Co-ordinating signatures of legal agreements.
3. Archiving and scheduling digital and paper copies of legal agreements.
4. Maintaining a record of actions undertaken utilising delegated authority.

General Administrative Support:

For JIC members of the NGI Programme including answering telephone calls and maintaining effective digital and paper filing systems. Supporting the NGI Programme Office Administrator with their duties as and when required. As agreed with line manager, any other duties commensurate with the nature of the role.

Person Profile

Education & Qualifications

Requirement: Good general level of education, 4 GCSEs or equivalent, including English and Maths (Essential)

Requirement: A level education or equivalent (Essential)

Requirement: Educated to degree level in a relevant discipline, or equivalent experience in a professional environment (Desirable)

Specialist Knowledge & Skills

Requirement: Good working knowledge of Microsoft Office, in particular Word, Excel, and accurate keyboard skills (Essential)

Requirement: Secretariat experience – including issuing agendas, collating and issuing papers and taking minutes of meetings (Essential)

Requirement: Experience co-ordinating company board meetings by collating and distributing board papers to board members (Essential)

Requirement: Experience writing minutes for company board meetings (Essential)

Requirement: Experience of working in an administrative role for a law firm or in-house legal team (Essential)

Requirement: Experience scheduling or archiving signed legal documents (Desirable)

Interpersonal & Communication Skills

Requirement: Excellent time management skills and ability prioritise tasks and manage deadlines when needed (Essential)

Requirement: Self-motivated and proactive (Essential)

Requirement: Good people and interaction skills, with the ability to work with individuals at all levels (Essential)

Requirement: Excellent verbal and written communication skills (Essential)

Additional Requirements

Requirement: Ability to maintain confidentiality and security of information (Essential)

Requirement: Promotes equality and values diversity (Essential)

Requirement: Ability to work on own initiative and to work effectively as part of a team (Essential)

Requirement: Attention to detail (Essential)

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

Requirement: Able to present a positive image of self and the Institute, promoting both the international reputation and public engagement aims of the Institute (Essential)

Requirement: Willingness to work outside standard working hours when required (Essential)

Who We Are

The John Innes Centre is an independent, international centre of excellence in plant and microbial genetics, carrying out fundamental and strategic research, to train scientists and making our findings available to society.

Our research makes use of a wide range of disciplines in the biological and chemical sciences including; cell biology, biochemistry, chemistry, genetics and molecular biology.

We pride ourselves on being a welcoming and inclusive working environment for all. We have a diverse and multicultural scientific community and thrive on our European and international links, appointing staff from across the world.

We are proud to hold a prestigious Athena SWAN Gold award, recognising the impact of our work in promoting gender equality in science. We are also a proud member of the Stonewall Diversity Champion’s programme, a founding signatory of the Technician Commitment and, as a Disability Confident employer, guarantee to offer an interview to all disabled applicants who meet the essential criteria for the post.

The John Innes Centre is a registered charity (No. 223852), limited by guarantee (registered in England No. 511709).