Grants Finance Assistant

Grants Finance Assistant – (24P-014)

The Pirbright Institute

Salary: £25,500-26,500 per annum

Permanent

Onsite: Woking, GU24

Application Closing Date: 12/06/2025

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

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

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 role is to provide support in all areas of Grant Accounts. This will involve providing a full service to all internal managers, covering budgetary control, monthly reports, costings, and other financial reporting requirements. It will also include the management of the project accounting module, providing relevant data for grant holders. The post sits within the finance team and reports to the Senior Grant Accountant.

Main duties and responsibility

Grants & Financial Reporting & Planning (40%)

To assist the appropriate Grant Accountant for the Principal Investigator:

• In producing reports for external funders, providing all data relating to external grants.
• In producing monthly reconciliation reports (including accruals for income not yet received) for grants compared to budget.in reconciling reporting to the main Project database.
• In producing project statements for all external grants and Principal Investigators as required and to deadline.
• In managing small grant portfolios/New job spec.

Grant Bidding & Planning (25%)

• Producing costings as part of the bidding process for new grants.
• To assist project managers in bidding for new grants by producing costings.

Stakeholder Engagement & Support (25%)

• To attend regular budget/actual spend meetings with Principal Investigators and action any outstanding finance tasks yet to be completed.

Systems Maintenance & Process Compliance (10%)

• Be responsible for the maintenance and updating of the finance grant monitoring system.
• Project set-up and maintenance in the Access system.
• Raising project-related invoices through the Access system.

Specific requirements

Essential

• Proficient in the use of Microsoft Excel to an intermediate level.
• Proficient in the use of Microsoft Word.
• Proficient in the use of Microsoft PowerPoint.
• Performs grant-related post-award functions, periodic invoicing, financial reporting, reconciliations, and re-budgeting, reviews general ledger transactions to ensure accuracy and complete journal entries.
• Willing to undertake professional accountancy qualifications such as AAT, CIMA or ACCA.
• Ability to work to tight deadlines.
• Time management skills.

Desirable

• Good Verbal and written communication skills.
• Knowledge of Public sector grants for example EU, BBSRC and Defra rules.
• Knowledge of public sector and charities accounting.
• Knowledge of Access Dimensions & Oracle accounting packages.
• Proven track record of providing internal financial reports.
• Experience of dealing with organisational change.
• To be able to work independently and with little direct supervision.
• To be able to work as p v art of a team whilst managing their own work

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 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 [email protected] for an update.