The BE Head Office comprises, the Department Head, Deputy Department Head and the Central Administration.
The Group provides overall assistance to the Department Head and is responsible for the general administration for all categories of members of personnel and visitors, including letters of invitation and the related visa requests. The central secretariat is responsible for the onboarding of all newcomers to the BE Department, including welcome events and the communication of all arrival formalities. All contract statuses are also overseen by the central secretariat, ranging from the initial contract, to status changes/personal schedules and end of contract formalities and all special leaves (maternity, paternity, accident home leave etc). The central administration is also the link with the HR Department for the Fellows, Associates and Student committees and oversees the selection procedure. The scope of the activities also covers the administrative support for the advancement and promotions exercise, the payment of subsistence for visitors to the Department, the Department’s overtime payments, along with trainee and summer student placements. Bi-monthly BE seminars on topics covering the Department’s activities are scheduled and organised and the office is also responsible for the entire organisation of BE participation in HEP conferences and educational schools. The BE Department has collaboration agreements with many Member and Non-Member States and the central secretariat is also responsible for the administrative content and follow-up of the agreements, the liaison with legal and financial services and the establishment and follow up of project associate contracts.