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- Tasks: Support project delivery and administration in a dynamic team environment.
- Company: Join The Pirbright Institute, a leader in viral disease research and animal welfare.
- Benefits: Enjoy 25 days annual leave, gym membership, and flexible working options.
- Why this job: Be part of impactful research while developing your skills in a supportive culture.
- Qualifications: Proficient in Microsoft Office; experience in technical maintenance environments preferred.
- Other info: Fixed-term contract until March 2026 with opportunities for personal growth.
The predicted salary is between 28500 - 31500 £ per year.
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.
Operations Administrator employer: The Pirbright Institute
Contact Detail:
The Pirbright Institute Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Operations Administrator
✨Tip Number 1
Familiarise yourself with the specific software mentioned in the job description, such as Procore and Topdesk. Having hands-on experience or even completing online tutorials can give you a significant edge during the interview.
✨Tip Number 2
Highlight your organisational skills by preparing examples of how you've successfully managed multiple tasks or projects under tight deadlines. This will demonstrate your ability to thrive in a fast-paced environment like the Pirbright Institute.
✨Tip Number 3
Network with current or former employees of the Pirbright Institute on platforms like LinkedIn. Engaging with them can provide insights into the company culture and expectations, which you can leverage during your application process.
✨Tip Number 4
Prepare for potential interview questions by reviewing common scenarios related to project administration and maintenance systems. Being ready to discuss your problem-solving approach will show your proactive attitude and readiness for the role.
We think you need these skills to ace Operations Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience and skills that align with the job description. Focus on your proficiency in Microsoft Office, attention to detail, and any previous experience in a regulated technical maintenance environment.
Craft a Compelling Cover Letter: Your cover letter should explain why you are interested in the Operations Administrator position at The Pirbright Institute. Mention specific projects or values of the institute that resonate with you and how your background makes you a suitable candidate.
Highlight Relevant Skills: In both your CV and cover letter, emphasise your organisational skills, ability to work under pressure, and experience with Computerised Maintenance Systems. Use examples to demonstrate how you've successfully managed tasks in previous roles.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for the role.
How to prepare for a job interview at The Pirbright Institute
✨Know Your Role
Familiarise yourself with the specific duties of the Operations Administrator position. Understand the key responsibilities such as project coordination, data handling, and administrative support. This will help you demonstrate your knowledge and enthusiasm during the interview.
✨Highlight Relevant Experience
Prepare to discuss your previous experience in a regulated technical maintenance environment. Be ready to provide examples of how you've successfully managed tasks under pressure and met tight deadlines, as these are crucial for this role.
✨Showcase Your Skills
Emphasise your proficiency in Microsoft Office, especially Excel, as well as any experience with Computer Aided Design (CAD) or maintenance systems like Topdesk and Procore. Providing specific examples of how you've used these tools effectively can set you apart.
✨Demonstrate Teamwork and Communication
Since the role requires strong interpersonal skills, be prepared to discuss how you've collaborated with team members and communicated effectively across different levels. Share instances where your teamwork led to successful project outcomes.
