Research Grants Assistant Manager

Role: Assistant Manager – Research Grants Office

Grade and Salary: Grade 7, £36,023 – £45,585 per annum

FTE and working pattern: 1 FTE, 35hrs per week, Monday – Friday

Holiday Entitlement: 33 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)

There are two positions available for this post.

Purpose of Role

The role of Research Grants Assistant Manager (RGAM) is a key and exciting position within the Research Grants Finance (RGF) department. In this position you will lead your own team of Research Grant Administrators (RGA) to meet deliverables, supported by the Deputy and Head of Research Grants Finance.

In this role you will experience a wide range of opportunities over and above the day to day supervision and oversight of your team. You will contribute to improving and developing processes and procedures for the whole department, be involved in the training of new and existing staff in the RGF team, provide guidance and support to assist the RGA’S manage their portfolio of grants, provide technical interpretation and guidance on Research grant funder terms and conditions to internal and external colleagues and you will also have the freedom to create contacts and network with other administrative and academic colleagues across the Heriot Watt Campus. 

Externally to The University you will be able to interact with important and significant external funding bodies, clarifying terms and conditions and forming excellent working relationships. In addition, you will also be involved in supporting the auditing process, whether it is an external or internal audit.

Overall, this post is an excellent opportunity for a candidate that excels and enjoys challenges and who also has the appetite to strengthen and improve upon the skills already in their possession, all within the very exciting and niche area of research grant management funding. You will be an important and valued member of the RGF team which plays a big role in assisting world leading academics deliver their globally impactful research.

Key Duties & Responsibilities

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 Finance Administrators.
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. Provision and interpretation of financial reports for Principal Investigators, Administrators, Financial Controllers and external bodies where necessary.
5. 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.
6. 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.
7. Provision and maintain regular meetings with individual schools and Research groups, ensuring consistency of service, advice and support from the RGO office.
8. Ensure VAT treatment on each project is correct to maintain correct VAT recovery.
9. Provision of Month End accounting routines, monthly KPIs, maintenance of Oracle Projects Data, additional credit control on outstanding invoices, statistical information as required
10. 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.
11. 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.
12. Liaise with external partners, such as collaborating Institutions, funding bodies and auditors when required

Essential & Desirable Criteria

Essential

1. A part qualified or minimum Accounting Technician (or equivalent) qualification
2. Experience of large accounting/ledger software system
3. Experience of systems development and/or change management
4. Experience of supervising and training staff
5. Experience of working to strict deadlines under pressure
6. Experience of taking a proactive approach to administrative/financial support
7. Experience of working with large complex projects
8. A team player, with excellent oral and written communication skills
9. Leadership skills, with a proven ability to engage and motivate staff
10. Excellent organisational skills, with the ability to work with speed and accuracy

Desirable

1. Experience in Research Financial Administration
2. Experience of working with Oracle Financials Software
3. Experience of reviewing and developing training and procedural requirements
4. Experience of working within an FE/HE Institution

Knowledge, Skills & Experience

1. Ability and willingness to learn new digital skills and capabilities appropriate to your role and how it evolves
2. Understand and adhere to information security practices particularly as it relates to personal or sensitive information
3. Maintain awareness of my own digital wellbeing by being mindful of the length of time spent at a screen and the impact on mental and physical health in using digital technologies.

How to Apply

Applications can be submitted up to midnight (UK time) on Monday 30th September 2024.

Please submit your CV via the Heriot-Watt on-line recruitment.

We welcome and will consider flexible working patterns e.g., part-time working and job share options.

Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised, and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.

Heriot-Watt University values diversity across our university community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ .

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.

About Heriot-Watt University

At Heriot-Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.

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