Grants Administrator

Grants Administrator – (24P-89)

The Pirbright Institute

Salary: £32,500 - £34,000 per annum

Permanent

Onsite: Woking, GU24

Application Closing Date: 23/05/2025

Please send your CV alongside a Cover Letter to [email protected]

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.

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 Grants Administrator will report to the Grant Funding Manager and support the full lifecycle of grant-funded research projects from application (pre-award) through to completion (post-award) within the Grants and Science Administration Department. Working as part of a small team the Grants Administrator will contribute to the effective administration and management of the Institute’s funded research portfolio. They will provide dedicated grant-related administrative support to the Centre for Veterinary Innovation and Manufacturing (CVIM), working closely with the CVIM Manager. As a pivotal member of the team, the Grants Administrator will collaborate with other collegues across the Institute, including those in operational departments and the Science Directorate to ensure high quality administration and management of grants.They will be part of a well-establish, proactive, enthusiastic, and professional support team within the institute

Main duties and responsibilities:

Data management and general administration

• Enter accurate data drawn from complex documents onto the data management system.
• Maintain electronic records and filing systems ensuring robust audit trails are in place.
• Produce accurate reports for a range of stakeholders across the institute.
• Organise meetings and collate necessary documentation.
• Take minutes at complex meetings, ensuring accurate records are captured.
• Manage the departmental email inbox, directing and filing emails to the relevant team members.
• Provide support to the other team members as needed and act as a deputy in their absence as well as assisting the Head of Research and Innovation with tasks as required.

Grant Administration

• Produce the monthly funding bulletin, highlighting appropriate funding calls and news to science staff across the institute.
• Understand guidance documents and communicate grant submission processes across the institute.
• Manage Institute user-accounts for funder portals and be the point of contact for user issues
• Liaise with internal staff (Science, Finance, HR) on various administrative aspects of projects.
• Disseminate information and request responses as necessary from different departments throughout the project lifecycle.
• Liaise with other departments (Finance and HR) to ensure that actions relating to projects are complete.
• Be a departmental point of contact for administrative queries.
• Liaise with funders as appropriate on grant related queries and administration.

This role offers the opportunity to gain valuable insight and experience into the grants administration cycle and contribute to the institutes mission of securing research funding to support world-class science and expand our positive global goal impact.

Essential/Desirable requirements

Specific requirements

• 5 GCSEs (including Maths and English language)
• Appropriate administrative experience
• Keen attention to detail
• Excellent oral and written communication skills, with the ability to communicate effectively at all levels including with senior staff members.
• Strong organisational skills
• Experience of database management systems
• Proficient in the use of Microsoft Office applications
• Ability to manage competing priorities effectively
• Proactive, dependable and able to work under minimal supervision
• Discreet and professional when handling confidential information
• Ability to work independently, using own initiative to solve problems

Desirable

• Graduate qualification in a science subject
• Experience working in a similar environment, either in a research or higher education institute
• Experience with grant giving/receiving organisations

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 [email protected] for an update.