23p-43 Science Administrator

**The purpose of these two full time equivalent, fixed-term Science Administrator positions is to provide support and excellent administrative services to a range of teams across the Science Directorate at Pirbright. The roles will report to the Head of Science Administration and will work with and receive support from existing administrative staff and other members of the Department. The Science Administrators will be part of a proactive, enthusiastic, professional support team.**

**Main duties and responsibility**

**Committee meeting support**:

- Supporting a range of important internal committees, including (but not limited to) the Institute’s Science Committees.
- Responsible for convening meetings and taking charge of all meeting logistics (room bookings, room set up, AV equipment etc.).
- Minute taking and ensuring actions arising from meetings are completed.

**General Administrative Support**
- Arrange travel and accommodation for line manager and other senior staff as required.
- Managing expenditure and the ordering of goods and services via the Institute web-based purchasing system (Focal Point) and liaising with suppliers to obtain competitive quotes, tenders, invoices and purchase orders.
- Assisting with management of project-based expenditure, utilising and cross-referencing of correct Project Numbers against Purchase Orders, maintaining accurate records.
- Data collation and entry, gathering information from a range of sources and presenting it in an easily digestible fashion. In particular with regards to information on Pirbright’s scientific publications.
- Maintaining electronic and hard copy filing systems.
- Maintain confidentiality at all times, the post holder will have access to confidential information including confidential staff matters.

**Reporting**
- Assist with departmental reporting requirements and production or reports.
- Assist with co-ordinating the Institute’s reporting on science outputs via Researchfish, with an emphasis on reporting outcomes for the Core Capability Grant.

This job description is only an outline of the tasks, responsibilities and outcomes required of the role. The jobholder will carry out any other duties as may be reasonably required by his/her line manager. The job description and personal specification may be reviewed on an ongoing basis in accordance with the changing needs of The Pirbright Institute.

All employees shall actively participate in the Institute-wide quality assurance system in conjunction with the Institute’s Quality Manager. _Employees are also expected to safeguard their own health and safety and security by following policies and all e_mployees are responsible for the Health and Safety and security of staff under their management.

**Personal specification**

Must have excellent time management skills, reliability under pressure, decision making/problem solving skills and action oriented. Be proactive and have a flexible approach to work with a good attention to detail and accuracy and a be strong team player to support colleagues.

**Specific requirements**

**Essential**
- Evidence of good organisational and admin experience
- Evidence of excellent oral and written communication skills
- Good interpersonal skills and ability to work independently and in a team.
- Evidence of networking skills with the ability to build effective collaborative relationships.

**Desirable**
- Experience of working with Microsoft Office - Excel, Word, Powerpoint

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**
- 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

The Institute is committed to retaining staff employed on fixed term contracts of employment. The Institute operates a Redeployment process which is the moving of an employee from one role to another suitable alternative role, when possible, to avoid compulsory redundancies.