Job description

The Policy Institute is looking for a solution-focused, enthusiastic individual to lead the Institute Research Team over the next 15 months.  The Team supports over 125 externally funded research grants and consultancy contracts and manages the submission of a significant number of applications per month.  Your role will include:

• To lead, set the strategic direction for and manage the Institute Research and Consultancy Support Team.  
• To provide comprehensive support and advice for staff wishing to apply for research funding and consultancies.  
• To oversee the delivery of research support services for all staff and students within the Policy Institute, working with the Faculty and Arts & Science Research Offices.    
• To work closely with the relevant officers and offices within the University and with research and consultancy funders to secure and manage awards.  
• To support the development, writing and submission of proposals in accordance with policies and procedures for research grant submission as agreed with the Faculty and the Arts & Sciences Research Office.  
• To oversee, with central teams, regular financial reporting to our funders. 
• To support the School Research Committee and other committees as appropriate. 

This is currently a hybrid role and post holders will spend part of their working week on campus and part of the week working remotely.  

This post will be offered as a fixed term role July 2024 through September 2025 

This is a full-time  post - 100% full time equivalent

Key responsibilities

General Support  

• To co-ordinate the Institute and Units research and consultancy support administration to ensure standard operating processes and procedures are in place and are complied with.  
• To design and develop the research support service in the Institute in light of needs, to ensure its effectiveness and quality, for instance in relation to accuracy, cost, content and data requirements.  
• To produce policy, procedures and guidelines on research and consultancy support processes across the Institute, in liaison with the Faculty and University.  
• To regularly communicate information clearly and precisely, including clarification of non-routine matters. The job holder will have to routinely decide what and how best to communicate information and to choose an appropriate method of delivery and employ techniques to ensure understanding.  
• To manage and contribute to ad-hoc projects. 
• Along with fellow function leads the role holder may be required to deputise for the Head of School Administration as appropriate. 

Research – operations and resources  

• To be responsible for oversight of and compliance with the Research Grant Application process.   
• Provision of a comprehensive advisory service for staff wishing to apply for research funding and consultancies including assistance in person with the application process.   
• To be responsible for the compliance of grant submissions and engaging with academic leads and Arts & Science Research Office on research quality.  
• To check costings and advise on the optimal treatment of non-standard costs.   
• To provide advice on the financial impact of any funding applications to the Director of the Institute, Head of School Administration and Directors of academic units within the School.  
• To manage research budgets in the Institute and in each academic unit in compliance with university and funding bodies financial policies and regulations.   
• To act as a point of contact with funding bodies and sub-contractors regarding financial and administrative matters.  
• To establish and maintain effective working relationships with relevant staff within the University Research Offices with related responsibilities to ensure efficient processing of grant applications and grant awards.  
• In conjunction with the Institute Business Manager to establish and maintain the Institute’s Research accounting procedures and processes, providing timely and accurate management information and monitoring account balances proactively.   
• To liaise with Institute teams responsible for external relations and publicity for research, ensuring that information on Institute and Unit websites concerning research activities of academic staff and information about workshops, seminars and conferences is accurate and up to date.  
• In conjunction with the Institute Business Manager, to liaise closely with Human Resources and Finance for the recruitment, selection and financial administration of fixed term research contract staff in the Institute.  

Research – strategy and policy  

• To work with the Arts & Sciences Research Office and Faculty, who will monitor performance against targets and key performance indicators and produce reports as necessary.  Following their guidance, to advise the Director of Institute, Head of School Administration and Unit Directors. 
• To support the Director, Head of School Administration and unit leads in the preparation of strategic planning, reviews and policy development.  
• To establish and maintain links with the Faculty Research Manager and staff in the Arts and Science Research Office to maximise opportunities for winning grants, for the exploitation of knowledge transfer activities and the promotion of knowledge transfer partnerships.  
• To develop and maintain research links with other Departments within the Faculty and University to share best practice and support areas of under-expertise.   
• To attend and support Institute Research Committee meetings.   

Research excellence  

• To work with the Faculty and University Research offices on administrative support required within the Institute for the Research Excellence Framework.  This may include oversight of junior team members in the production of reports and collation of material.  

Leadership and Management  

• To design, develop and manage a new research support team and ensure efficient human resource utilisation following restructuring.  To assess and interpret needs and trends to develop the research support service.  
• To plan and organise individual and team activity to integrate and coordinate work across different parts of the Institute 
• To set objectives for the team, taking into account the objectives of the Institute and Units, and allocate work appropriately taking into account ability and experience.    
• To help the team focus their efforts on the tasks in hand and motivate individual team members.  
• To take remedial action if required offering feedback, support and advice to the team.  
• To carry out performance development reviews, identifying performance, training and development needs.  
• To form part of the Institute Senior Professional Services Management Team, advising the Director of Institute and Head of School Administration on matters concerning research in the Institute.  
• To play a full part in College and Faculty-led professional networks, facilitating communications and information flow up and down (both within the network and within the Institute)   
• To undertake any other reasonable duties that may be requested by the Head of School Administration. 

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 

1.       Educated to degree level or equivalent experience

2.       Thorough understanding and at least two years’ experience of the research grant cycle and processes, including Worktribe

3.       Excellent communication and interpersonal skills with evidence of building good working relationships with stakeholders at all levels both internally and externally

4.       Excellent administration and organisational skills with a high degree of attention to detail

5.       Good knowledge and familiarisation with King’s policies and procedures including financial regulations

6.       Good knowledge of funder rules and regulations, experience with using online application portals, eg Je-S

7.       Experience of working with and supporting committees, implementing strategy and representing the Institute at Faculty committees

8.       Experience of negotiating contracts

9.       Experience of managing multiple large-scale complex projects

10..    Experience of managing a diverse team and resources

11.     Ability to manage time effectively, work flexibly and prioritise workload.

12.     Experience of managing and leading change

Desirable criteria

1.      Relevant professional qualification

2.      Interest in research impact and engagement and the work of the Institute.

Further information

Dr Samantha Gross samantha.gross@kcl.ac.uk