Grants Officer

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. 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

Grants are vital to Pirbright’s mission of advancing research to prevent and control viral diseases, safeguarding both animal and human health. From small travel awards for early career researchers to multi-million-pound global programmes, every grant supports our world-leading science.

As Grants Officer, you will play a central role in managing our grant-funded research portfolio, from application (pre-award) through to completion (post-award). Reporting to the Grant Funding Manager, you will:

• Coordinate internal reviews and application processes, acting as the main contact for administrative queries.

• Organise quarterly review meetings and ensure deadlines are met.

• Maintain accurate grant data to support strategic decision-making and produce reports, primarily in Excel.

• Work collaboratively with colleagues across Finance, HR, and the Science Directorate.

You’ll be part of a proactive and professional team, supporting innovative research through excellent grants administration.

Main duties and responsibilities:

Data management and general administration

• Enter accurate data drawn from complex proposal documents onto the data management system.
• Maintain accurate electronic records and filing systems ensuring robust audit trails are in place.
• Produce accurate reports for a range of stakeholders across the institute using Microsoft Excel.
• Organise meetings and collate necessary documentation.
• Minute complex, high-profile decision making meetings
• Manage the departmental email inbox, directing and filing emails to the rest of the team as appropriate.
• Support and deputise for other members of the team as required and support the Head of Research and Innovation as required.            

Grant Administration

• Produce the monthly funding bulletin, identifying funding calls within Pirbright’s remit and sharing news to science staff across the Institute.
• Understand funder 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
• Build relationships and liaise with internal staff (e.g Science, Finance, HR) on various administrative aspects of grant funded projects.
• Disseminate information and request responses from different departments throughout the project lifecycle.
• Liaise with other departments (Finance, Science and HR) to ensure that actions relating to projects are complete.
• Represent the Grants Team at internal project progress meetings with researchers.
• Be the departmental point of contact for administrative queries.
• Liaise with funders as appropriate on grant related queries and administration.

 Specific requirements

• 5 GCSEs (including Maths and English language)
• Appropriate administrative experience
• Keen attention to detail
• Evidence of excellent oral and written communication skills, including the ability to communicate with senior members of staff, where required
• Excellent organisational skills
• Experience of database management systems
• Proficient in use of Microsoft Office, particularly Excel 
• Ability to manage competing priorities
• Proactive and reliable
• To be discreet with confidential information
• Ability to work independently, proactively and using own initiative

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

• Flexible working up to 60:40 on site: working from home post probation review.
• 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