People Shared Services Officer

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.

Organisation position and purpose

We are seeking a proactive and detail-oriented HR Shared Services Officer (HRIS) to support the delivery of efficient, high-quality HR services across the employee lifecycle.

This role combines hands-on HR administration with practical HR systems (HRIS) support, including the administration of key people processes such as onboarding, probation, annual leave, and performance cycles while acting as the technical "super-user" for our HRIS.

You will play a key role in ensuring HR processes run smoothly, system data is accurate, and employees and managers receive timely support in a shared services environment. This is an excellent opportunity for someone looking to build on their HR operations experience.

Main duties and responsibility:

Shared Service & People Operations (Core Focus – approx. 70%)

• Lifecycle management: Administer the employee lifecycle processes from post-onboarding to offboarding.
• Administration: process and coordinate the HR documentation, including employment contracts generations, amendments, letters and communications for pay reviews, probation, maternity, extensions, leavers and change of terms.
• Processes & Changes: administer the probation, leaver and offboarding process. Updating and submitting accurate employee data changes (starters, leavers, contractual updates) on HR system and updating payroll tracker records for Payroll and benefits team.
• First Line Support: Provide first-line support for HR queries via emails and ticketing CMS “TOPdesk”, responding accurately and professionally to queries within agreed SLAs and escalating complex queries where appropriate.
• Compliance & Records: Maintain accurate employee records in line with GDPR and UK data protection legislation.
• Maintain relationships and liaise with third-party providers e.g. screening, Occupational Health.

HRIS Administration & Process Ownership (approx. 30%)

• Collaborate with IT to customise and deploy SelectHR (Access Evo) plugins, for automated onboarding, offboarding, employee profiles, and appraisal workflows, etc.
• Manage user access, create new employee profiles, and process system leavers with 100% data integrity.
• Administer key HR system cycles and processes, including annual leave cycles and balance management, probation tracking, onboarding and offboarding workflows.
• Identify continuous workflow improvement opportunities and automate manual tasks (e.g., self-service portals).
• Lead the testing and implementation of system upgrades with IT and system provider to ensure HR processes remain efficient.
• Generate reports as required by the HR team and other departments.
• Participate in HR projects and initiatives that support operational excellence and employee experience.

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.

Specific requirements:

Essential

• HRIS Systems Expertise: Prior experience using HRIS. Knowledge with HRIS Access (EVO / PoepleXD) is an advantage.
• Proven experience in HR operational or HR Shared Services.
• Ability to work with IT teams to configure system workflows and test new features.
• Strong understanding of HR processes, procedures and employee lifecycle.
• Experience handling sensitive personal data professionally with attention to detail.
• Proficiency in Microsoft Office (particularly Word and Excel)
• Excellent administration and organisational skills with ability to manage deadlines.
• Knowledge of UK employment legislation and right-to-work requirements.

Desirable

• CIPD qualification or working towards.
• Experience with HR ticketing system, Docusign and onboarding software.
• Basic knowledge of UK employment legislation and right-to-work requirements.
• Solid understanding of data protection, retention and confidentiality (GDPR).

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 public and privilege days
• 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

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!