Applicants must have the right to work in the United Kingdom at the time of application.
Please note that The Pirbright Institute is unable to offer Skilled Worker visa sponsorship for this position. As a result, applications from candidates who require current or future sponsorship to work in the UK cannot be considered.
For over a century, The Pirbright Institute has stood at the forefront of global scientific innovation, contributing to landmark breakthroughs in the study and control of viral diseases affecting livestock and those that can spread from animals to humans (zoonoses). As a world-leading centre of excellence, our state-of-the-art facilities enable over 150 scientists from more than 30 nationalities to work collaboratively to predict, detect, understand and respond to high-consequence viral threats.
At Pirbright, you’ll join a vibrant and dynamic community where scientific rigour meets genuine diversity. Whether you’re advancing research, supporting operations, or leading innovation, your contribution will help shape a healthier, safer world for our livestock, you and upcoming generations.
As our HR Operations Officer, you will play a pivotal role in delivering an efficient, responsive and high-quality people service across The Pirbright Institute.
Working within the People Strategy & Services team, you will support the administration of the employee lifecycle while acting as a key user and administrator of our HR Information System (HRIS). Experience with ACCESS EVO is an advantage. You will ensure employee data remains accurate, processes run smoothly, and managers and employees receive timely support throughout their employment journey. You will be responsible for administering key HR processes, maintaining accurate employee records, supporting managers and employees with HR queries, and ensuring our people’s systems and processes operate effectively.
This role combines operational HR excellence with HR systems administration and continuous improvement, making it an ideal opportunity for an HR professional who enjoys both people’s processes and technology.
Key Responsibilities
HR Operations & Employee Lifecyle
- Administer employee lifecycle processes from onboarding through to offboarding.
- Prepare and process employment contracts, contractual amendments, confirmation letters and HR correspondence.
- Coordinate and administer probation reviews, contractual changes, family leave, annual leave, salary changes and leaver processes.
- Support payroll processing through the timely and accurate update of payroll tracker.
- Conduct pre-employment checks, including right-to-work verification, references and screening requirements.
- Ensure employee records are maintained accurately and confidentially in accordance with GDPR and Institute policies.
- Process employee data changes accurately and in a timely manner to support payroll and benefits administration.
- Coordinate occupational health referrals, employee screening and other third-party provider activities.
- Provide first-line HR support to employees and managers, responding to queries through the HR helpdesk and ticketing system within agreed service levels.
- Escalate complex HR matters to the appropriate People Partner or senior HR colleague.
- Support the delivery of annual HR activities, including performance review cycles and annual leave management.
HR System & Reporting
- Act as a key user and administrator of the HR Information System.
- Create and maintain employee records, user access permissions and system workflows.
- Ensure the accuracy, integrity and quality of employee data within HR systems.
- Support system testing, upgrades and implementation of new functionality.
- Generate regular and ad hoc workforce reports and management information.
- Identify opportunities to improve HR processes through automation, workflow enhancements and self-service functionality.
- Work collaboratively with IT and system providers to maintain effective and efficient HR systems.
Continuous Improvement & Projects
- Support HR projects and initiatives that enhance employee experience and operational effectiveness.
- Contribute to the development and continuous improvement of HR policies, procedures and processes.
- Promote best practice and consistency across HR operations.
- Support audits and compliance activities as required.
This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. Responsibilities may change to carry out other duties as may be reasonably required by the line manager and may be reviewed on an ongoing basis in accordance with the changing need of The Pirbright Institute.
What we’re looking for:
Essential
- Proven experience in HR operations or HR Shared Services.
- Experience using HRIS and maintaining employee data. Knowledge of ACCESS EVO is an advantage.
- Strong understanding of HR administration and employee lifecycle processes.
- Excellent organisational skills with strong attention to detail and accuracy.
- Experience handling sensitive and confidential information appropriately.
- Strong customer service skills and a proactive approach to problem-solving.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office, particularly Excel and Word.
- Ability to prioritise workloads and meet deadlines in a busy environment.
- Understanding of UK employment legislation and HR best practice relevant to HR administration.
Desirable
- CIPD qualification or working towards.
- Experience using Access Evo or similar HR systems.
- Experience with HR ticketing system, Docusign, and onboarding software.
- Knowledge of data protection, retention and confidentiality (GDPR).
- Generous Group Personal Pension Scheme and life cover (subject to age and earnings)
- 25 days annual leave plus public and privilege days, increasing up to 31 days with long service.
- Enhanced Maternity package.
- Buy and sell annual leave
- Option to carry over up to two weeks annual leave
- Pirbright gym with 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
If you are a talented and driven HR professional seeking a challenging and rewarding opportunity within a prestigious scientific institute, we encourage you to apply. Please submit your CV and a compelling cover letter outlining your experience and why you are the ideal candidate for this role.
We look forward to hearing from you!
Important notice
- The Pirbright Institute is an equal opportunities employer and welcomes applications from all suitably qualified candidates. We are committed to diversity and inclusion within our workforce.
- 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.
- 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.
Due to the high volume of applications, we receive, if you have not heard from us within one month of the vacancy closing date, please contact us at [email protected] for an update.
