HR Administrator

Fixed term – 1 year – Salary 28.5K/annum

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.

About The Pirbright Institute

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.

About the role

The HR Administrator will provide high-quality, efficient, and confidential administrative support across the full employee lifecycle within the People Strategy & Services function.

This role will support the day-to-day operational delivery of HR services including onboarding, contractual changes, HR systems administration, recruitment coordination, employee records management, reporting, and compliance activities. The postholder will act as a first point of contact for routine HR queries and will contribute to delivering excellent employee experience across the Institute.

The role is ideally suited to an organised and proactive HR professional seeking to develop their career within a collaborative and fast-paced HR environment.

Key Responsibilities

HR Administration & Employee Lifecycle Support

• Provide accurate and timely HR administrative support across the employee lifecycle, including onboarding, changes of employment, and leavers.
• Prepare employment contracts, offer letters, contractual amendments, and other HR documentation.
• Support administrative processes relating to compliance, pre-employment check, and onboarding activities.
• Maintain accurate and up-to-date employee records within HR systems and personnel files.
• Support probation, absence, and other people processes by issuing documentation and maintaining trackers.
• Process changes relating to salary, working hours, contractual terms, organisational changes, and employee status.
• Ensure all HR administration activities are completed in line with agreed service standards.
• Work collaboratively with colleagues across Shared Services, Talent Acquisition, Immigration Compliance, and Business Partnering.

HR Systems, Data & Reporting

• Maintain HR databases and systems ensuring data accuracy, integrity, and confidentiality.
• Produce regular and ad hoc HR reports and metrics.
• Support data cleansing, auditing, and record management activities across HR systems, employee records, and digital personnel files.
• Support HR data retention and records management activities in line with ICO guidance, GDPR requirements, and organisational retention schedules.
• Assist with maintaining and updating HR documentation, templates, policies, forms, and standard operating procedures.

Recruitment & Talent Support

• Support recruitment administration activities including interview scheduling, visitor’s forms, candidate communication, and onboarding coordination.
• Assist the Talent Acquisition Partner with recruitment campaigns and hiring administration.
• Support new starter inductions and onboarding activities.

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:

Experience & Knowledge

• Minimum of 3 years’ experience in an HR administration, HR assistant, or similar HR operations role.
• Experience providing administrative support in a fast-paced environment.
• Experience using HRIS/HR systems for employee administration, data management, reporting, and records maintenance.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Knowledge of UK employment legislation and right-to-work requirements.
• Experience handling sensitive personal data professionally with attention to detail.
• Understanding of GDPR, confidentiality requirements, and HR data management best practice.
• Good awareness of ICO guidance, UK HR data retention, and records management good practice.
• Understanding of core HR administrative processes across the employee lifecycle.

Desirable

• CIPD qualification or working towards.
• Previous experience within a research, scientific, healthcare, or public sector environment.
• Understanding of UKVI/right to work processes.
• Knowledge of employment legislation and HR best practice.
• Experience with HR ticketing system, Docusign, and onboarding software.
• Solid understanding of data protection, retention and confidentiality (GDPR).

What Pirbright offers you

• A supportive and collaborative working environment with a keen sense of community.
• Beautiful campus in a semi-rural location with free on-site parking and good transport links.
• Generous Group Personal Pension Scheme and life assurance (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.
• Option to buy and sell annual leave.
• Option to carry over up to two weeks' annual leave.
• Pirbright Lifestyle Hub (employee discount site).
• Cycle to work scheme.
• Childcare allowance.
• Electric car charging facilities.
• Access to on-site subsidised facilities including staff restaurant, gym, and social club with subsidised membership.

Ready to make a difference?

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 jobs@pirbright.ac.uk for an update.