People Shared Services Data & Operations Administrator

Pirbright Institute; Pirbright; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Free on-site parking

Group Pension Scheme

Annual leave 25 days + statutory

Job summary

The Pirbright Institute is seeking a meticulous HR Data & Operations Administrator to support the People Strategy & Services function. The role focuses on HR data management, records control, GDPR compliance and document lifecycle management across HR systems.

You will cleanse data, support migration of HR documents, and provide administration across onboarding, recruitment, visas and lifecycle events, while upholding confidentiality and accuracy in all HR records.

Qualifications

• Experience in an HR administration/operations role.
• Experience handling large volumes of data with high accuracy.
• Experience data cleansing, validation, auditing or records management.
• Proficiency with HRIS/HR systems for employee administration.
• Microsoft Office skills (Excel, Word, Outlook).
• Experience handling confidential information appropriately.
• Knowledge of GDPR and HR records management.
• UK employment legislation understanding.

Responsibilities

• Undertake HR data cleansing, validation and auditing across HR systems and records.
• Identify missing, duplicated, or outdated information and take action.
• Support migration and consolidation of HR documents into systems.
• Maintain HR records in line with GDPR, ICO guidance and internal policies.
• Provide onboarding, recruitment, visa and immigration administration support.
• Assist with HR templates, processes and SOPs.
• Maintain accurate employee information within HR systems.

Skills

Data cleansing

HR data management

GDPR knowledge

Excel

Word

Outlook

HRIS usage

Onboarding support

Education

CIPD qualification or working towards

Tools

HRIS/HR systems

DocuSign

Onboarding software

HR ticketing systems

Job description

People Shared Services Data & Operations Administrator

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 Data and Operations Administrator will provide high-quality, efficient, and confidential administrative support within the People Strategy & Services function, with a primary focus on HR data management, records management, document control, and compliance.

A significant part of the role will involve reviewing and cleansing HR data and documentation, identifying gaps, inconsistencies and outdated records. This is to ensure our HR information is accurately maintained and appropriately stored. The postholder will also support the migration and consolidation of HR documents into agreed systems and locations, helping to ensure HR records are managed in line with legal (GDPR, Data Protection Act etc), regulatory, and organisational requirements.

Alongside this core focus, the role will provide administrative support across the wider HR function as required, including the HR inbox and helpdesk, onboarding, recruitment, visa and immigration administration, and other employee lifecycle activities.

The role is ideally suited to an organised, highly detail-oriented and proactive individual with an interest in all aspects of the HR lifecycle. Particularly HR data management, records administration, information confidentiality, and compliance.

Key Responisibilities:

HR Data & Records Management

• Undertake HR data cleansing, validation and auditing across HR systems, employee records and digital personnel files.
• Review historic HR data and documentation, identifying missing, duplicated, inaccurate or outdated information and taking appropriate action.
• Support the migration and consolidation of HR documents and records into agreed systems and locations.
• Ensure HR records and documentation are appropriately maintained, retained and archived in line with GDPR, ICO guidance and organisational requirements.
• Maintain consistent filing, naming and document management practices across HR records.
• Support regular reviews of HR records to identify and resolve data quality or compliance issues.
• Assist with maintaining HR templates, forms, processes and standard operating procedures.

HR Administration & Team Support

• Provide administrative support across the employee lifecycle, including onboarding, changes of employment and leavers.
• Provide support to the HR inbox and helpdesk, responding to routine queries and directing queries to the appropriate member of the team where required.
• Support visa and immigration administration, including document collation and tracking.
• Support recruitment administration, including interview scheduling, candidate communication and onboarding coordination.
• Support pre-employment checks, new starter administration and induction activities.
• Provide administrative support to other HR processes and projects as required, working collaboratively with colleagues across the People Strategy & Services function.

HR Systems & Reporting

• Maintain accurate employee information within HR systems and supporting records.
• Support HR system and data improvement activities, including identifying opportunities to improve data quality and administrative processes.

What we’re looking for:

Experience & Knowledge

• Experience in an HR administration, HR operations, or similar role.
• Experience working with large volumes of data and/or records, with Maintaining high levels of accuracy and attention to detail.
• Experience undertaking data cleansing, validation, auditing or records management activities.
• Experience using HRIS/HR systems for employee administration, records maintenance.
• Proficiency in Microsoft Office applications, particularly Excel, Word and Outlook.
• Experience handling sensitive and confidential information appropriately.
• Understanding of GDPR, data protection, confidentiality and HR records management.
• Ability to organise and prioritise workload and the ability to manage detailed, repetitive and high-volume work accurately.
• Ability to identify discrepancies and follow through to resolution.
• Understanding of core HR administrative processes and willingness to support across a broad range of HR activities.
• CIPD qualification or working towards.
• Previous experience within a research, scientific, healthcare or public sector environment.
• Experience supporting HR data migration, document migration or records consolidation.
• Understanding of UKVI/right to work processes.
• Knowledge of UK employment legislation and HR best practice.
• Experience with HR ticketing systems, DocuSign and onboarding software.
• Experience using Microsoft excel to manipulate, validate and reconcile employee data, including the use of filtering, sorting, formulas and lookup functions.

What The Pirbright Institute 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 10.5 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.

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.

We acknowledge, understand, and embrace diversity, equality and inclusion

Our commitment to fostering a diverse, inclusive, and sustainable environment that supports cutting-edge research and professional growth.