Assistant Manager Research Grants

Edinburgh, City of Edinburgh (GB)
26 Apr 2018
End of advertisement period
26 May 2018
Contract Type
Full Time

Assistant Manager Research Grants
Location        Edinburgh, GB
Organization Name        Research Grants Office, Finance Department

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 research grants, contracts and other funding.  These awards cover a range of funding sources which include research councils, industry, European Commission, UK Government, UK Charities and a number of overseas sources.  The total turnover from research grants and contracts is in excess of £30 million per annum, with a current live portfolio of 1000 grants.  In addition European Commission grants are managed in Euro's.

Our primary responsibility is 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 conditions.  The section also provides a full service to all academic and administrative staff on all grant related matters.

The team sits within Professional Services - Finance Department and reports to the Group Management Accountant and Director of Finance.

Detailed Description

The Assistant Research Grants Manager post is a key role within the section, working closely with the Research Grants Manager to support and develop Research Grant Officers within the office, as well as academic and administrative staff in the University. The primary role of the post is to manage, co-ordinate and develop projects accounting and processes carried out within the RGO section, so that grants and contracts income and expenditure is properly recorded, monitored, controlled and reported, both internally and externally. The role has supervisory responsibility for 6 Research Grants Officers, to include on-going training and development of internal procedures.Additionally the post holder interacts with the University's Schools, Research and Enterprise Services, external sponsoring bodies, auditors (internal/external).The areas of responsibility, as identified below, 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 post holder will be responsible for the following:

1. Manage and control the timely and accurate submission all aspects of post -award management of externally funded research grants, including submission of Start confirmations, grant maintenance forms, compilation of claims, quarterly, annual and Final Expenditure Statements and verification of Annual returns, completed by the Research Grants Officers.

2. To develop and implement improvements to the working practices, services provided and administrative systems relevant to the Research Grants Office.

3. To develop, document and undertake training of RGO staff on procedures, systems and changes to external reporting/audit requirements. Additionally the training of school administrative staff and Principal Investigators as required.

4. To assist the Research Grants Manager to manage the section, including workload planning for the team and deputise where required.

5. Provision and interpretation of financial reports for Principal Investigators, Administrators, Financial Controllers and external bodies where necessary.

6. Maintain clear and accurate records for audit purposes, both internally complying with University regulations and externally complying with sponsors requirements and additional provision of detail, particularly UK Government and European Commission.

7. Provide advice on grant conditions and project accounting to Principal Investigators, Administrators and Financial Controllers. Also ensuring that compliance and any specific terms are adhered to on each project.

8. Provision and maintain regular meetings with individual schools and Research groups, ensuring consistency of service, advice and support from the RGO office.

9. Ensure VAT treatment on each project is correct to maintain correct VAT recovery

10. Provision of Month End accounting routines, monthly KPIs, maintenance of Oracle Projects Data, additional credit control on outstanding invoices, statistical information as required.

11. Preparation and provision of Year End accounting routines, meeting required timelines for completion and assist in the preparatory work for the submission of the University’s year accounts and audit.

12. Provision, support and co-ordination in the specific areas of Doctoral Training grants, KTP schemes, REF, large complex projects, including partner institutions and additional reporting/audit requirements.

13. Liaise with external partners, such as collaborating Institutions, funding bodies and auditors when required.

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. 

Education, qualifications and experience

Essential attributes: 

A part qualified or minimum Accounting Technician (or equivalent) qualification.

Experience of accounting and administrative processes in a large organisation, and of a large accounting ledger software system (e.g. Oracle Financials). Experience of systems development and/or change management.

Experience of supervising and training staff, as well as the ability to work to strict deadlines and under pressure when required. Experience within a FE/HE institution is preferable.

Taking a pro-active approach to administrative and financial support, along with experience of working with multiple large complex projects.

A team player with excellent oral and written communication skills, and 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.

Leadership skills, with a proven ability to engage and motivate staff.

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, Powerpoint, etc.

The ability to interpret complex information and disseminate in accessible formats for audiences with different levels of understanding, along with the ability to work independently and flexibly across team/section boundaries to strengthen relationships.

The ability to be authoritative and knowledgeable in all areas of the Schools research activities to evoke confidence and respect.

How To Apply

Applications can be submitted up to midnight (UK time) on 16 May 2019

This role does not meet the minimum requirements set by UKVI to enable sponsorship of migrant workers. 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

Consideration will be given to applications on a part-time and/or job-share basis.

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.  

Minimum Salary        31604
Maximum Salary        38833
Currency        GBP
Amount of Travel        Minimum Travel