Job Description

Operational Support Administrator- 25P-023

The Pirbright Institute

Salary: 33,500-35,000 per annum

Fixed Term Contract until March 2026

Onsite: Woking, GU24

Application closing date: 11/08/2025

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

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. 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 responsibility

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 Opererational Support Administrator would include the following:

Drawing & Documentation

Plotter printing for drawing walkdowns

Scan & file signed drawings after walkdowns

Uload & 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

Proficient and working knowledge of Microsoft Office, Word and Excel.

Strong attention to detail and an ability to collate, analyse and present information and data.

Team player with the ability to self-manage.

Experienced and good understanding of Computerised Maintenance Systems.

Previous experience working in highly regulated technical maintenance environment.

Used to working under pressure, liaising with team leaders and other stakeholders across the Institute.

Excellent organisation and time management skills.

Strong interpersonal and communication skills.

Experience working to tight deadlines, prioritising tasks to demands and attention to detail.

Ability to work flexibly to meet operational/projects demands.

Desirable

Experience within an engineering/manufacturing organisation.

Strong track record in operational activity administration & support.

Skills/Knowledge/Experience

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.

Job Types: Full-time, Fixed term contract

Pay: 33,500.00-35,000.00 per year

Work Location: In person

Application deadline: 11/08/2025