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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.

Main duties and responsibilities

The person in post will be:

• Responsible for general administrative duties in the HSBS team, which will include (but is not limited to):
• 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.
• Responsible for 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 will be an advantage. 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 employees are responsible for the Health and Safety and security of staff under their management.

No candidate will meet every single desired qualification. If your experience looks a little different from what we have identified and you think you can bring value to the role, we would love to learn more about you.

Personal specification

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.

Specific 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 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.

We would expect applications from candidates to clearly outline how they meet the above criteria, or instead highlight the relevant skills/experience/interest they have that would help them meet those criteria in the future.

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