Biophotonics Group Administrator

Tyndall National Institute; Cork; On-site; EUR 40,730 - 56,224; Full time

Job summary

The Biophotonics Group Administrator at Tyndall National Institute in Cork will provide high‑level administrative, financial and organisational support to the Biophotonics research team. The role encompasses coordinating day‑to‑day activities, budget monitoring and reporting across EU, national and industry‑funded projects.

You will work closely with the Head of Group, Principal Investigators and central support functions to ensure compliance with policies, support team leadership, and

Qualifications

• 6+ years’ experience in administrative or executive support at a similar scope and level.
• Experience in financial administration including budget monitoring and reporting.
• Experience in a research or academic environment.
• Excellent organisational and administrative skills with strong attention to detail.
• Advanced proficiency in Microsoft Office applications, particularly Excel.
• Ability to work independently and as part of a team.
• Strong interpersonal and communication skills.
• High level of discretion and confidentiality.
• Ability to manage multiple priorities and meet deadlines.

Responsibilities

• Coordinate day-to-day administrative activities of the Biophotonics team.
• Provide admin support to Head of Group and Principal Investigators.
• Coordinate recruitment processes including job descriptions, advertising, interviewing, onboarding and contracts.
• Manage travel arrangements, expense claims and associated documentation.
• Coordinate procurement activities and ensure documentation and approvals are in place.
• Organise meetings, workshops, seminars, and visitor programmes.
• Maintain filing and documentation systems; liaise with Finance, HR, IT, Facilities, Quality and MarCom.

Skills

Organisational skills

Communication skills

Time management

Discretion and confidentiality

Microsoft Excel

Teamwork

Stakeholder engagement

Education

Relevant education qualification

Tools

Agresso

Overleaf

Zotero

PURE

Job description

Biophotonics Group Administrator

The Biophotonics Administrator will provide high-level administrative, financial, and organisational support to the Biophotonics research team at Tyndall National Institute. The post holder will play a key role in ensuring the effective operation of the team, supporting a diverse portfolio of national, European, and industry-funded research projects.

The role encompasses advanced administrative coordination, financial monitoring and reporting, and structured support to team leadership activities. The successful candidate will work closely with the Head of Group, Principal Investigators, and central support functions to ensure compliance with institutional policies and funding body requirements, while contributing to the strategic coordination of the team.

Key Duties and Responsibilities

1. Administrative Management

• Coordinate and manage the day-to-day administrative activities of the Biophotonics team.
• Provide comprehensive administrative assistance to the Head of Group, Principal Investigators and Work Package leaders.
• Act as a primary point of contact for internal and external stakeholders, managing complex queries as they arise.
• Support recruitment processes, including preparation of job descriptions, advertising, interview coordination, onboarding, and contract documentation.
• Manage travel arrangements, expense claims, and associated documentation in accordance with institutional policies.
• Coordinate procurement activities and ensure appropriate documentation and approvals are in place.
• Organise meetings, workshops, seminars, and visitor programmes, including logistical arrangements and follow‑up actions.
• Maintain structured filing, tracking, and documentation systems to ensure efficient information retrieval.
• Liaise with relevant internal departments including Finance, HR, IT, Facilities, Quality, and MarCom, as required.

2. Financial Administration and Reporting

• Provide financial administrative assistance across a portfolio of research projects (EU, national, and industry-funded).
• Monitor project budgets, expenditure, and forecasts in collaboration with Principal Investigators and finance teams.
• Administer the monthly financial tracking and reporting processes using institutional systems (e.g., Agresso).
• Prepare concise financial summaries and updates for project leads and Centre management.
• Assist in the preparation and submission of financial reports to funding agencies, ensuring adherence to deadlines and requirements.
• Administer and assist with the procurement planning and contribute to cost control measures.
• Provide guidance to researchers on budget status, expenditure rates, and staffing allocations.

3. Team Coordination and Leadership Support

• Coordinate and facilitate regular team leadership meetings, including agenda preparation, documentation, and follow‑up actions.
• Provide structured and impartial facilitation to ensure the effective discussion and decision‑making processes.
• Assist the internal communication and coordination across the Biophotonics team.
• Assist in the organisation of strategic planning activities and team initiatives.
• Represent the Biophotonics team at internal and external meetings and events, as appropriate.

4. Research and Project Support

• Assist in the preparation and submission of research funding proposals, reports, presentations, and publications.
• Support maintenance of project documentation and ensure compliance with funding body requirements.
• Contribute to the development and maintenance of team websites and researcher profiles (e.g., PURE system).
• Assist in maintaining records related to intellectual property and project outputs, where required.

5. Compliance and Governance

• Ensure adherence to Tyndall National Institute and University College Cork policies and procedures.
• Support compliance with relevant quality management systems (e.g., ISO9001) where applicable.
• Ensure all activities are conducted in accordance with health and safety regulations.
• Maintain strict confidentiality in relation to financial, staffing, and strategic information.

6. General

• Participate in Education and Public Engagement activities.
• Ensure compliance with Tyndall's Quality Management Systems, Health and Safety standards, and Good Laboratory Practice.
• Undertake other duties as may be assigned by the Head of Group and Head of Centre from time to time.
• Contribute to a positive and collaborative working environment within the team and across the Institute.

Essential Criteria

• A relevant education qualification.
• Typically, 6+ years’ relevant experience in an administrative or executive support role of similar scope and level.
• Experience working within a research or academic environment.
• Demonstrated experience in financial administration, including budget monitoring and reporting.
• Excellent organisational and administrative skills with strong attention to detail.
• Proven ability to manage multiple priorities and meet deadlines in a dynamic environment.
• Excellent interpersonal and communication skills, with the ability to engage effectively with a wide range of stakeholders. A strong customer service mind.
• High level of discretion, professionalism, and confidentiality.
• Advanced proficiency in Microsoft Office applications, particularly Excel.
• Ability to work independently, using initiative, as well as collaboratively within a team.

Desirable Criteria

• Experience supporting multi‑partner or grant‑funded projects (e.g., EU, national funding agencies, industry).
• A good understanding of the Biophotonics research environment.
• Experience in integration of international students in the Irish research context.
• Familiarity with institutional financial systems (e.g., Agresso or similar).
• Familiarity with institutional publication software (e.g., Overleaf, Zotero, or similar).
• Experience in meeting facilitation or team coordination roles.
• Experience liaising with government bodies or funding agencies.
• Experience in website or research information system management (e.g., PURE).

Competencies

• Strong organisational and planning skills.
• Financial awareness and analytical ability.
• Effective communication and stakeholder engagement.
• Problem‑solving and initiative.
• Teamwork and collaboration.
• Attention to detail and accuracy.

Terms of Employment

Contract Category: Full‑Time

Contract Type: Fixed Term

Senior Executive Salary Scale applies i.e. €40,730 - €56,224. Salary placement on appointment will be in accordance with the public sector pay policy.

Tyndall National Institute at University College, Cork is an Equal Opportunities Employer.