Academic Affairs Officer

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 behaviours and an unwavering commitment to a ‘one institute’ approach.

Organisation position and purpose

The Pirbright Institute has a vibrant student community comprised of over 60 PhD, MSc and undergraduate year-in-industry students.

The Academic Affairs Team brings together expertise and provides advice and high quality administrative support to manage the student experience and journey at Pirbright. The Academic Affairs Officer is a pivotal member of the team and will support the department by delivering excellent administrative support for our student programmes, working closely with a broad range of individuals and teams both internally and externally. The Academic Affairs Officer will report to the Academic Affairs Manager. 

Main duties and responsibilities

• Act as first point of contact for all students, answering queries and providing information, escalating as appropriate.
• Administration of student recruitment, including advertising opportunities on internal/external websites, collating applications, arranging interviews, preparing offer letters and ensuring all onboarding processes are completed in a timely manner.
• Oversee allocation of student housing.
• Organise student inductions and various events throughout the year, such as student presentation days and external student group visits. This will include preparing a programme, sending calendar invites, promoting the event, organising catering, setting up rooms, and managing the event on the day.
• Organise the annual student training programme, liaising with internal and external training providers to schedule face to face and online courses, and facilitating on the day.
• Enrol students on to courses and track attendance using Absorb Learning Management System.
• Keep an accurate record of training and events department budget.
• Process incoming invoices, raise POs and keep an accurate record of payments.
• Maintain accurate Excel records of student data.
• Comply with GDPR and the Institute’s Data Privacy Policy as applied to studentships.     

Specific requirements

Essential

• A Level or equivalent.
• Experience of working within an administrative support function.
  Excellent verbal and written communication skills.
• Ability to build and maintain good working relationships internally and externally.
• Excellent organisation and time management skills.
• Excellent attention to detail.
• Excellent MS Office skills.

Desirable

• Experience of working within a HEI or Research Institute environment would be an advantage.
• Experience of maintaining accurate Excel data and records.

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.