Research Grants Officer
Closing date 28 Oct 2019 23:00 (UK time)
Salary £22,417–£25,941 (Grade 5)
Department Research Grants/ Finance Department
Status Full Time
About Heriot-Watt University
Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders and Orkney), one in Dubai and one in Malaysia. The University offers a highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business and languages.
With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and practical, leading-edge research, which has made it one of the top UK universities for business and industry. We connect with industry at every level and develop programmes to match their needs – so employers get work-ready industry-fit graduates.
Heriot-Watt is also Scotland's most international university, boasting the largest international student cohort.
We have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.
For full details on our University please view our Careers at Heriot-Watt http://www.hw.ac.uk/about/careers-at-heriot-watt.htm
About our Team
The Research Grants Office is responsible for the Post Award management of the University's externally funded research grants, contract and other funding. These awards cover a wide range of funding sources including Research Council, industry, European Commission, UK Government, UK Charities and a number of overseas sources.
The total turnover from research funding is in excess of £32 million per annum, with a current live portfolio of over 1000 grants.
Our primary responsibility is for the timely preparation and submission of claims and sales invoices to sponsors, ensuring the control and management of the research grant and contract accounting, adhering to both internal and external terms and conditions.
The team sits within Professional Services - Finance Department and reports to the Deputy Director of Finance (Planning, Budgeting and Reporting) and Director of Finance.
The primary roles of the post are to create and open new projects on the Finance System, ensuring compliance and correct accounting processes and are undertaken and then to ensure the timely, accurate preparation and submission of claims, invoicing and financial reporting to our own academic community and external sponsors. This is undertaken in accordance with the terms and conditions of the individual funders and within sponsor imposed deadlines.
The role holder interacts with various parties within the University including the university's Research Engagement Directorate, external bodies and auditors (internal/external). The areas of responsibility are outlined in the Key Duties and Responsibilities but may change from time to time to adapt to the changing demands of the office, University and external funding agencies
Key duties and responsibilities
- The Research Grants Officer post works with the Research Grants Manager and Assistant Managers to support and develop research grant administration within the office, as well as the Academic and administrative staff within the University.
- Manager and report the post award administration of externally funded research grants, including the monitoring of expenditure, submission of start certificates, submission of grant maintenance forms, compilation of claims, quarterly, annual and Final expenditure statements.
- Ensure the timely preparation, reconciliation and submission of claims and invoices to funding bodies in accordance to their terms and conditions and within sponsor imposed deadlines.
- Maintain clear and accurate records for audit purposes, while internally complying with University regulations and externally complying with sponsor requirements, including the provision of additional detail and substantive evidence as requested.
- Provision and interpretation of financial reports for Principal Investigators, Administrators, Finance Managers and external bodies where necessary.
- Provide advice on grant conditions, project accounting to Principal Investigators and Administrators, ensuring compliance and specific terms and conditions are adhered to on each project.
- Set up new projects on the Finance system (Oracle e-Business Suite) ensuring all aspects are in place and correct, such as agreements, budgets, invoice schedules, customer details and staff recoveries.
- Reconcile income and expenditure on completed projects making the necessary accounting entries to enable the final closure of the project.
- Liaise with external partners, such as collaborating institutions, funding bodies and auditors when required.
Education, qualifications and experience
- Experience of accounting and administrative processes in a large organisation are essential, with an accounting technician or equivalent experience in Research Financial Administration desirable.
- Experience of a large accounting/ledger software system is essential e.g. Oracle Financials.
- Experience of working to strict deadlines and under pressure, possibly within a FE/HE institution.
- Taking a pro-active approach to administrative and financial support, recent experience within research administration would be beneficial, along with experience of working with large complex projects.
- We are looking for a team player with excellent oral and written communication skills, with well-developed inter-personal skills. The ability to clearly communicate regulatory and procedural requirements to all levels of staff including Academics and management with tact and diplomacy are essential.
- Excellent organisational skills with the ability to work with speed and accuracy are required in addition to being highly proficient in Microsoft Office applications, including Excel, Word, Outlook, etc.
- The ability to interpret complex information and disseminate in accessible formats for audiences with different levels of understanding is required, along with the ability to work both independently and flexibly across team/section boundaries to strengthen relationships.
Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.
How To Apply
Applications can be submitted up to midnight (UK time) on 28 October 2019.
This role does not meet the minimum requirements set by UKVI to enable sponsorship of non-European nationals. Therefore we cannot progress applications from candidates who require sponsorship to work in the UK. For further information on this please visit the UK Visas and Immigration website: https://www.gov.uk/browse/visas-immigration/work-visas
At Heriot-Watt University we understand that being diverse makes us better which is why we support a culture of respect and equal opportunity, and value diversity at the heart of what we do. We want to increase the diversity of our workplace to underpin a dynamic and creative environment.
We welcome and will consider flexible working patterns e.g. part-time working and job share options.
Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.