Research Funding Officer

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 play a crucial role in enabling Pirbright to undertake groundbreaking research and remain a world-leader in its field.  From small travel grants allowing early career researchers to connect with other labs, to multi-million pound programs of research involving teams from across the globe, all the grants we are awarded are integral in helping Pirbright achieve its mission of advancing research to prevent and control viral diseases and safeguard animal and human health worldwide.  This post sits within the Grants and Science Administration team within the Research and Innovation Department, reporting to the Grant Funding Manager.  The Research Funding Officer will play a central role in the scientific administration of the institute’s grant funded research portfolio from application (pre-award) to completion (post-award).  They will lead on facilitating the internal review and application process acting as the key contact for any administrative queries, organising quarterly review meetings and ensuring that deadlines are met.  They will be responsible for maintaining accurate data on grants that will be used for key strategic decision making by senior members of staff and will need to be confident producing a range of reports using primarily Microsoft Excel.  Although this role sits within a small team, the Research Funding Officer works closely with other departments at the Institute such as Finance, HR and the Science Directorate so the ability to build relationships and work collaboratively is essential.  The Research Funding Officer will be part of a proactive, enthusiastic and professional support team which is well established within the Institute. 

Main duties and responsibilities

Pre and post award project management

• Work autonomously to support researchers prepare their funding applications, advising on funder and institutional administrative requirements.
• Understand funder guidance documents and communicate grant submission processes across the Institute.
• Manage pre and post award funder portal processes such as grant submission and project change requests.
• Manage Institute user-accounts for funder portals and be the point of contact for user issues.
• Maintain the department tracking documents to keep abreast of where projects are in the application/grant life cycle.
• Produce the monthly funding bulletin, identifying funding calls within Pirbright’s remit and sharing news on the funding landscape/changing guidelines/processes with science staff across the Institute.
• Build relationships and liaise with internal staff (e.g Science, Finance, HR) on various administrative aspects of grant funded projects.
• Conduct initial quality checks of grants and advise Grant Funding Manager on the completeness of proposals
• Disseminate information and collate 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.
• Manage the administration of project change requests including liaising with researchers on what change is required, disseminating information and obtaining approvals from relevant departments.
• Deputise for the Research Support Manager on post award matters, including tracking staff time allocations on projects.

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.
• Be able to construct a range of reports using Microsoft Excel based on lines of enquiry from senior stakeholders to facilitate decision making.
• Review and advise on the data being collected and general database practices.
• Organise meetings and collate necessary documentation involving senior members of staff.
• Minute complex, high-profile decision-making meetings
• Manage the departmental email inbox, directing and filing emails to the rest of the team as appropriate.
• Contribute to the review and development of internal processes.
• Act as the administrator for the department intranet page.
• Support and deputise for other members of the team as required and support the Head of Research and Innovation as required.

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.

This role will provide you with the opportunity to understand and experience grants process and the associated administration and management of awards. You will play your part in the success of the Institute, helping the Institute to secure funding to continue delivering excellent science and extend our positive impact in the world. 

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