Administrative Assistant to Director

Directors Office Administrator – (25P-007)

The Pirbright Institute

Salary: £22,000-23,000 per annum

Permanent

Part time hours: 09:00-15:00 Monday-Friday

Onsite: Woking, GU24

Application Closing Date: 03/06/2025

Please send your cv alongside a cover letter to jobs@pirbright.ac.uk

Before applying, please consider all applicants must be eligible to work in the UK

Find out more about this role by reading the information below, then apply to be considered.

About The Pirbright Institute

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

• Provide secretariat support for the monthly Senior Leadership Board (SLB) meetings and twice annual Scientific Advisory Board (SAB) meetings.
• Manage the shared mailboxes within the Directors’ Office, ensuring enquiries and requests are responded to promptly and professionally.
• Ensure the smooth running of meeting spaces by managing the outlook bookings calendar and reporting any maintenance concerns.
• Manage departmental goods purchasing 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 basic administrative support.
• Support the CEOs EA and Directors Office PA with travel arrangements via the Institute’s travel partner.
• 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.

Essential/Desirable requirements

Essential

• 5 GCSEs Grade 5 and above - must include Maths and English.
• Experience of 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.

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.