Job Description
HSBS Administrator – (24P-054)
The Pirbright Institute
Salary: £32,000 - £33,500 per annum
Permanent
Onsite: Woking, GU24
Application Closing Date: 26/09/2024
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
An exciting opportunity has arisen for a Health, Safety and Biosafety (HSBS) Administrator to join the Institute. This role plays a crucial part in facilitating the HSBS team to conduct its function and produce critical outputs. The HSBS team sits in the wider Risk & Assurance directorate, that covers health, safety, biosafety, environment and sustainability, quality, security, and business continuity.
This diverse role encompasses a broad range of administrative activities, supporting the Institute in managing its safety (including biosafety) and environmental duties.
Personal Competencies
We are looking for an enthusiastic, organised and detail-focused individual, with an ability to form excellent working relationships and demonstrable time management and communication skills.
Essential/Desirable requirements
Essential
- Excellent oral and written communication skills, including the ability to communicate effectively with colleagues at all levels.
- Experience of working with Microsoft Office software, especially Microsoft Word and Microsoft Excel.
- Excellent organisational skills.
- Excellent attention to detail and the ability to deliver work with a high degree of accuracy.
- The ability to prioritise and to manage your own workload.
- Experience of minute taking in formal meetings/committees.
Desirable
- Experience of working in a health, safety and/or biosafety function.
- Familiarity with systems such as Q-Pulse, Absorb, OSHENS (or similar) and procurement systems.
- Experience of dealing with external suppliers, including purchasing and processing.
- Experience of document formatting.
- Experience of managing an asset bank.
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.
Main duties and responsibilities
- Organisation of recurrent meetings (including the Health and Safety Consultative Committee and GM Safety Committee amongst others), taking minutes, and distributing papers/resources to participants as necessary.
- Monitoring of a queries inbox in Microsoft Outlook, and triaging emails to the correct members of the team.
- Purchasing and receipting of equipment/consumables as required.
- Coordinating the booking and arrangements for training from external providers.
- Responsible for maintaining an up-to-date suppliers list.
- Other administrative duties relating to HSBS project work.
- Responsible for monitoring, maintaining, and coordinating the upload of documents in our document management system/s (Q-Pulse and OSHENS), also ensuring that documents are distributed to the relevant copyholders.
- Acting as ‘Curator’ for training modules held on our training management platform (Absorb) making sure that courses are assigned to trainees and periodically reviewed by trainers.
- Responsible for maintaining the HSBS Asset bank and arranging for the routine calibration of equipment as required to maintain compliance.
- Maintaining the stocks in the HSBS ‘Ergonomic equipment bank’ that includes items that can be provided to staff and students to help them with their musculoskeletal health.
- Assist with the collection of data that acts as Key Performance Indicators (KPIs) or Safety Performance Indicators (SPIs) for various monitoring programs.
Full training for this role will be provided, but experience of performing the above tasks or similar will be an advantage. 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.
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 jobs@pirbright.ac.uk for an update.