Operations Resource Allocator

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. This important research would not be possible without the proportionate use of animals, which are integral to the development of new disease control measures such as vaccines and diagnostics. We have an establishment-wide commitment to the 3Rs (replacement, reduction and refinement), high standards of animal welfare, a culture of care and openness.

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 behaviors and an unwavering commitment to a ‘one Institute’ approach.

Organisation, position and purpose

As an Operations Resource Allocator, you will report directly to the Operations Resource Scheduler within the Capability Directorate – Estate Management Services (EMS). You will be responsible for supporting the Operations Resource Schedular in distributing all maintenance operations. Assist with delivering and monitoring site wide maintenance to ensure statutory and mandatory compliance is achieved; as well as but not limited to, reactive works are carried out within their priority timescales. Collaboration with the site engineering teams is essential to ensure effective and timely completion of maintenance. Responsible for scheduling the medium to short-term maintenance and allocating reactive works according to priority.

The role is integral to maintaining the functionality of the Computerised Maintenance Management System (CMMS) to support of the Resource Scheduler and Planned Maintenance Coordinator, as well as the Engineering Supervisors and Technicians including the generation and review of reports and updating on job progress as required.

Main duties and responsibilities

The Operations Resource Allocator is responsible for delegating reactive and planned works via the CMMS directly to the Technicians while monitoring the process from start to completion. Assisting the submission and review of Key Performance Indicators (KPI’s). Attending meetings to support maintenance planning processes will all be important elements of the role and sustain departmental and Institute wide efficiency.

• Work to ensure all maintenance activities are allocated to the Technical Team daily in conjunction with the EMS Supervisors, Operations Resource Scheduler and Reactive Maintenance Manager.
• When required, produce high quality reports prioritising coding, statutory and mandatory work. Throughout the reporting periods, continuous performance monitoring is vital to improve productivity.
• Maintain and allocate the appropriate checklists and forms to enable Technicians to carry out maintenance tasks, collate and file these appropriately once completed. Identify new methods of data capture for maintenance tasks and implement their rollout to the Technical Teams.
• To participate in meetings to discuss scheduling requirements and plan outputs in conjunction with Supervisors, Specialist Equipment Owners and the Senior Engineering team.
• Take responsibility for the ordering of parts, spares, tools and supplies for the Engineering Team and to help identify areas for improvement and cost-saving.
• Maintain uniform for the department, ensuring it is well stocked, ordering replacement items as required and develop a good working relationship with the suppliers.
• Assist with the calibration of equipment used for vital maintenance across the Institute, arranging for items to be sent away to third parties to ensure full compliance.
• Effectively and professionally engage with Institute employees, third party contractors and suppliers.

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 his/her line manager. The job description and personal specifications may be reviewed on an ongoing basis in accordance with the changing needs of The Pirbright Institute.

Personal specification

The individual will be flexible and reliable under pressure with good decision making and problem-solving skills. Attention to detail and accuracy are important skills. As a team member there is a requirement for collaborative and supporting behaviours to enhance the working environment and to ensure other colleagues are supported in delivery of the service.

Essential/Desirable requirements

Essential

• 5 GCSEs Grade 5 and above - must include Maths and English.
• Experience working in a similar role within maintenance or facilities with a proven track record
• Excellent oral and written communication skills, including the ability to communicate effectively with colleagues at all levels and with external collaborators
• Highly organised and self-motivated
• Flexible and adaptable work ethic; ability to prioritise, keep to deadlines and complete tasks accurately and on time.
• Good working knowledge of Microsoft Office programmes particularly Excel and Outlook in addition to standard corporate computer-based systems and software

Desirable

• Experience in a regulated/high containment environment.
• Experience with a CMMS (Computerised Maintenance Management System) or CAFM (Computer Aided Facilities Management).
• Some knowledge of engineering, current best practices in operational management as well as related legislative requirements.
• Excellent negotiation and problem-solving skills, with the ability to be sensitive and sympathetic or firm, depending on the situation.

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 employee 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.