Directors Office Administrator

The Pirbright Institute delivers world-leading research to understand, predict, detect, and respond to viral disease outbreaks. We study viruses of livestock that are endemic and exotic to the UK, including zoonotic viruses, by using the most advanced tools and technologies to understand host-pathogen interactions in animals and arthropod vectors. Our major strength in understanding the immune systems of livestock provides a platform to control current diseases and respond to emerging threats.

Our Institute is made up of a dynamic and vibrant community of staff covering a diverse set of chosen fields, backgrounds, and experience. We all play a crucial role in furthering the Institute’s aspirations, advancing the frontiers of science and knowledge through our excellent scientific research, knowledge sharing and contribution; with a real focus in improving the world in which we live. Our outlook is always balanced by our strong sense of purpose, values and behaviours and an unwavering commitment to a ‘one Institute’ approach.

Organisation, position and purpose

An exciting opportunity has arisen for a part-time Directors Office Administrator to join the Institute and work within our Chief Executive’s Office and across the wider administrative team within Corporate Development.

The ideal individual will be a confident, team player and have excellent communication skills. Other attributes include the need to demonstrate high integrity, effective time management, problem solving skills, punctuality, reliability under pressure with a professional can-do approach. The successful individual will display initiative and flexibility as well as a willingness to learn and commit to undertake this role. 

Secretarial skills are essential along with the ability to prioritise your workload to meet deadlines. Full induction and training of our systems will be provided by our supportive Institute teams. The Directors Office Administrator will report to the Executive Assistant to the CEO and work alongside The Directors Office Personal Assistant.

Main duties and responsibilities:

• Act as the secretariat at monthly and quarterly senior institute meetings, including but not limited to, the Senior Leadership Board (SLB) the Scientific
• Advisory Board (SAB) and a Board of Trustee Directors subcommittee.
• Management of several shared mailboxes within the Directors office, responding to requests or enquiries in a timely and professional manner.
• Responsible for the efficient and effective servicing of the Centre for Collaborative Learning (CCL) including booking management through the outlook mailboxes.
• Manage departmental goods and services ordering process via the Institute web-based purchasing system (Focal Point).
• Supporting the CEOs EA and Directors Office PA in organising high-level visits, events, and internal / external meetings.
• Work closely with the Communications Department to provide administrative support through Focal Point and other platforms.
• Logistics management via The Pirbright Institute’s travel partner.
• Carry out housekeeping tasks within the Ash building to ensure common areas are maintained and ensuring any timely repairs.
• Build and maintain effective and professional relationships with key internal and external stakeholders as well as all members of staff/Directorates.
• To remain aware of Institute policies and procedures and act according to them.

This job description is only an outline of the tasks, responsibilities and outcomes required of the role. The jobholder will carry out any other duties as may be reasonably required by their line manager. The job description and personal specification may be reviewed on an ongoing basis in accordance with the changing needs of The Pirbright Institute.

Personal Specification

We are seeking an enthusiastic, customer orientated, diplomatic individual with excellent communication skills who works well under pressure in a professional environment. This position requires an individual with strong minute taking skills, decision making/critical thinking ability and strong time management.

Essential/Desirable requirements

Essential

• 5 GCSEs Grade 5 and above - must include Maths and English.
• Experience of complex minute taking and creating/maintaining effective action logs.
• Computer literate with experience of using Microsoft packages (Word, Excel, Outlook, Visio, and PowerPoint).
• Excellent oral and written communication skills, including the ability to communicate effectively with colleagues at all levels and with external collaborators and funders.
• Strong relationship management, fostering effective working relations with a wide range of internal and external contacts.
• Flexible and adaptable work ethic; ability to prioritise, keep to deadlines and complete tasks accurately and on time. 

Desirable

• Experience of organising events.
• An understanding of a Science related institute.
• Ability to perform basic financial administration tasks.

Due to the nature of the work carried out by Pirbright, all successful applicants will be required to go through a comprehensive screening process including reference and qualification checks, financial and security clearances.

What we offer

• Generous Group Personal Pension Scheme and life cover (subject to age and earnings)
• 25 days annual leave per annum, pro rata, plus 10.5 public and privilege days
• Buy and sell annual leave
• Option to carry over up to two weeks annual leave
• Pirbright gym with subsidised membership
• Pirbright social club
• Pirbright Lifestyle Hub (employee discount site)
• Cycle to work
• Subsidised staff restaurant
• Childcare allowance
• Free onsite parking
• Electric Car charging facilities

Due to the high volume of applications, we receive, if you have not heard from us within one month from closing date of the vacancy, then please contact us on jobs@pirbright.ac.uk for an update.