Senior Research Grants Administrator

Job Description

The purpose of the role is to deliver a full award management function, including reports on work in progress and project monitoring as required and will report progress to the Research Grants Manager.

The job holder is expected work proactively with the ultimate goal to be able to keep down the number of overdue claims, especially with focus to reduce anything that is over 90 days.

The job holder will maintain detailed knowledge of funder terms and conditions as well as internal financial procedures and regulations and will apply these consistently.

The job holder should mentor, give pro-active advice, support and guidance to the Research Grants Administrators within the same team.

The role holder will need to develop a broad perspective, engaging positively and proactively with the research strategy and service transformation programme currently underway at King’s and embracing opportunities to contribute in different ways.

 

The role holder will ensure accurate and timely management of research funding from award to closure, including:

•Effective and timely communication as well as responding to queries about research projects, including explaining complex financial processes to investigators and faculty colleagues on receipt of funding in an easy to understand manner for non-specialists

• High level reconciliation and monitoring of expenditure to ensure that grant conditions are adhered to, in liaison with investigators and faculty colleagues

• Submit invoices to funder in line with specific requirements

•Proactive involvement in monitoring of projects; including but not limited to attendance at project initiation meetings, maintaining regular project meetings with investigators, project managers and faculty administrators throughout the lifespan of key projects

•Conducting appropriate due diligence where required, and maintaining throughout life of a project

•Developing and maintaining expert working knowledge of the university’s post award processes and systems

•Maintain a detailed knowledge of funder terms and conditions as well as internal financial procedures and regulations, and will apply these consistently, and in particular with regard to financial returns. The consequences of non-compliance with financial regulations are severe and the role holder will be expected to develop and deploy a high level of expertise to manage this level of risk on behalf of the university

•Ensuring oversight of financial approval of staff recruitment, assignment and renewal forms, according to the university’s HR procedures

•Providing high quality reports and financial returns as required, using their specialist expertise to make recommendations where appropriate and pointing towards trends and possible explanations

•Awareness of research integrity, ethics and open access requirements and proactive referral of concerns to the appropriate teams

•Taking lead on internal and external research project audits

•Maintain award information on Business World (KFIN), Worktribe, work in progress and other systems

•Providing specialist advice and proactively addressing problems that regularly arise from multi-partner projects with complex financial regulations

•Act as Deputy for the Research Grants Manager when necessary

•Build and maintain strong working relationships with key colleagues across the faculties and other professional services areas as appropriate

•Be an agent for continuous improvement and sustainability in all aspects of service design and delivery, engaging positively with colleagues and other projects to support the university’s wider vision and carry out other duties as required by the functional and university leadership

•Set up, check and receipt research collaborator PO’s on the relevant system

 

•Lead on training for newly appointed staff

•Complete full project close down procedure

The above responsibilities are not exhaustive, and the role holder may be asked to take on any other reasonable duties appropriate to their grade role profile

 

This post will be offered on an indefinite contract This is a full-time  post -100Click or tap here to enter text.% full time equivalent

 

Key Responsibilities

Maintain their portfolio to ensure Invoices/ financial Statements are delivered in a timely manner

Ensuring staff costings and appointment requests are completed in a timely manner

Provide high level of reconciliation and monitoring of expenditure to ensure grant conditions are adhered too.

Queries are followed up in a timely manner

Maintain award information on the finance systems

 

Conducting appropriate  due diligence where required and maintaining throughout  the lifetime of the project

Taking lead on external and internal research project audits

Set Up, check  and receipt research collaborator PO’s on the relevant system

Lead on training any new team members

Complete full project close down procedure

 

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

 

Skills, knowledge, and experience

Strong track record of controlling research accounts in line with financial procedures, identifying risk and compliance issues

 

Strong track record of providing accurate, timely and accessible financial information to management and senior staff

 

A thorough knowledge and understanding of research award management through roles previously undertaken.

A thorough understanding of funder Terms and Conditions of NIHR, UKRI, Wellcome Trust, UK and Overseas Charities.

Ability to demonstrate high levels of accuracy and attention to detail with very strong financial reconciliation skills

IT literate with advanced spreadsheet skills including pivot tables

High level of numeracy, double entry and accounting principles

Excellent organisational skills and ability to lead when required

Excellent communication skills, both written and oral

Practical problem-solving skills and ability to analyse data at different levels

 

Essential criteria

1.A thorough knowledge and understanding of research award management through roles previously undertaken.

2. A thorough understanding of funder Terms and Conditions of NIHR, RCUK, Wellcome Trust, UK and Overseas Charities.

3. Ability to demonstrate high levels of accuracy and attention to detail with very strong financial reconciliation skills

4. IT literate with advanced spreadsheet skills including pivot tables

5. High level of numeracy, double entry and accounting principles

6. Excellent organisational skills and ability to lead when required

7. Excellent communication skills, both written and oral

8.Practical problem-solving skills and ability to analyse data at different levels

9. Strong track record of controlling research accounts in line with financial procedures, identifying risk and compliance issues

10 Strong track record of providing accurate, timely and accessible financial information to management and senior staff

 

Desirable criteria

1. Degree-level education or equivalent professional qualification

2.Accountancy qualification or studying towards such a qualification