Operational Support 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. 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 contract will be for 6 months and will support the Estate Management Services (EMS) department on a variety of projects, as well as business as usual, to meet specific time based deadlines.

Main duties and responsibilities

To assist the EMS Project, Programme & Operations team in the general co-ordination and administration of project/programme delivery and business as usual activities, the main duties and responsibilities of the Operational Support Administrator would include the following:

Drawing & Documentation

• Plotter printing for drawing walkdowns
• Scan & file signed drawings after walkdowns
• Upload & rename drawings in Procore to specific naming standards
• Assess & update drawing data integrity and naming conventions
• Assist with system walkdown scheduling and status tracking
• Review shared drive folders to ensure all relevant documents are uploaded to Procore
• Help prepare and upload Project Information Files (PIFs) to relevant shared drives and systems

Asset & Data handling

• Assist with asset list formatting using specific Exel formulas to convert to Institute naming convention standards
• Prepare converted asset lists by system for bulk Topdesk uploads
• Assist maintenance task scheduling reporting through Topdesk exported Excel graphs
• Manually capture data from Excel to Topdesk Operations module

Administrative Support

• Assist with scheduling meetings, taking and distributing minutes
• Assist with formatting drafted documents to Institute templates in preparation for QPulse publishing
• Assist with general filing, scanning, copying and printing
• Assist in maintaining general offices supplies such as stationary & kitchen consumables

Specific requirements

Essential 

• Able to record results accurately.
• Experience of working in a team.
• Experience of working towards a set deadline.
• Proficient in MS Office and MS Project.
• Good written and oral communication skills.
• Good numerical skills.
• Good listening skills.
• Able to work with others from varying levels and skill backgrounds within the team and throughout the organisation.
• Strong analytical skills and confidence in interpreting data.

Desirable

• Experience of Computer Aided Design (CAD).
• Experience of Topdesk.
• Experience of Procore.

Due to the nature of the work we do, 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.