HR Immigration & Compliance 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 is seeking a highly organised and detail-oriented HR Immigration & Compliance Officer to join our HR Shared Services as part of the HR team.

This hybrid role is primarily responsible for managing all immigration-related activities (approx. 70–80% of the role) and HR Shared Services (20–30%).

The ideal candidate will ensure the Institute's compliance with UKVI and employment legislation, facilitate smooth visa processing of employees and visitors, and take ownership of right-to-work checks, audit preparedness, and the implementation of best practices in immigration compliance and onboarding processes.

Experience in the allocation and management of Certificates of Sponsorship (CoS), Skilled Worker Visas, and Global Talent Visas is essential.

Main duties and responsibilities:

Immigration and Compliance (70-80%)

• Serve as the primary point of contact for all immigration-related matters, managing correspondence and ensuring timely responses to any queries or compliance updates.
• Advising employees and line managers on visa options, requirements and related enquires.
• Manage end-to-end immigration process for skilled workers, students and Global Talent visas
• Responsible for issung Certificates of Sponsorship (CoS), renewals, tracking visa expiration dates and advising stakeholders on compliance requirements and timelines.
• Liaising with candidates, and ensuring timely visa submission.
• Monitor and maintain the Home Office Sponsorship Management System (SMS), ensuring all immigration records up to date and fully compliant with UKVI regulations.
• Manage renewals/recommend alternative visa routes as needed.
• Ensure timely reporting and updating of any changes of circumstances (e.g., job title, salary, work location, contract changes, resignation) for employees under visa sponsorship, in accordance with UKVI requirements.
• Support international employees with immigration guidance and documentation, ensuring a smooth relocation and onboarding process.
• Ensure adherence to the Institute’s expenses and claims process for reimbursement of visa and immigration-related costs, including accurate record-keeping and submission.
• Collaborate closely with the Grants and Finance teams to ensure visa-related costs are appropriately budgeted for and charged to the correct funding source or grant, particularly for externally funded roles.
• Coordinate and issue letters of support or visa references for employees, collaborators, students and international visitors attending training, webinars, and short-term engagements at The Pirbright Institute.
• Ensure continued compliance with UKVI regulations, maintaining accurate sponsorship records and conducting regular audits.
• Conduct regular audits of employee records to ensure accuracy and legal compliance, including preparation for UKVI compliance visits.
• Maintain up-to-date knowledge of changes in UK immigration law and employment regulations, updating policies and advising stakeholders accordingly.
• Ensure all documentation is accurately recorded and securely stored in line with GDPR requirements.

HR Shared Services & Operations (20-30%)

• Support new starters onboarding, particularly those requiring visa sponsorship, ensuring immigration-related aspects are handled efficiently and compliantly.
• Carry out all right-to-work checks across the Institute, ensuring compliance with UKVI and Home Office guidelines.
• Collaborate with HR colleagues to ensure seamless integration of new starters into the Institute’s systems and culture.
• Contribute to continuous improvement of onboarding and immigration-related HR processes.
• Review and update internal policies and procedures related to visa sponsorship, right-to-work checks, and employment compliance.
• Support HR Shared Services as appropriate

Stakeholder Engagement & Reporting

• Work closely with hiring managers, PI’s, and departmental administrators to provide immigration advice and ensure timely visa sponsorship.
• Liaise with external legal advisors and immigration consultants when required.
• Produce regular reports and dashboards relating to visa status, right-to-work compliance, and audit readiness for Senior Management.

Role requirements:

Essential

• Proven experience in immigration casework, including issuing Certificates of Sponsorship (CoS) and managing Skilled Worker and Global Talent visa applications.
• Skilled in the administration and maintenance of the Sponsor Management System (SMS).
• Strong knowledge of UK immigration law and Home Office sponsorship compliance requirements.
• Demonstrated ability to conduct right-to-work checks and employment compliance audits.
• Experience in managing and monitoring visa-related expenses and associated financial processes
• Excellent organisational skills with a keen attention to detail.
• Trusted to handle sensitive and confidential information with discretion.
• Proficient in Microsoft Office and HR information systems (HRIS).
   

Desirable

• Experience working in a research, academic, or public sector environment.
• Familiarity with Global Talent Visa processes.
• CIPD qualification or equivalent HR certification.

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.