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Job id: 066606. Salary: £49,737-£58,421 per annum, including London Weighting Allowance.

Posted: 03 May 2023. Closing date: 30 May 2023.

Business unit: Research Management & Innovation. Department: Post Award.

Contact details: Francis Wilson.

Location: Lavington Street, Guy’s Campus or other as required. Category: Professional & Support Services.

Job description

The role holder will be primarily responsible for the coordination of clearing and closing existing research grants and contracts and other prioritised special projects arising in the future.   

The role holder will be responsible for high-quality research administration service to facilitate the research objectives of the Principal Investigators and relevant Divisions/Departments while ensuring compliance with the College internal policies as well as funders terms and conditions. 

The role holder will be responsible for the co-ordination and general supervision of research grants.  

The post holder will be largely self-starting and responsible for their own work schedule in the context of the requirements of internal and external customers.   

The role holder will report directly to the Director of Pre- and Post-Award and/or other relevant senior members of the team, depending on the specific project.  

This post will be offered on an indefinite contract  

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

Key responsibilities

  • Identifying priorities in relation to clearing and closing of research grants and contracts accounts.
  • Liaising with faculties and central services regarding open purchase orders and any other outstanding commitments.
  • Ensuring all overhead allocations have been billed correctly and making corrections where required.
  • Identifying and following up any missing income and checking all invoices have been paid in liaison with Post-Award Credit Control team.
  • Identifying and clearing any ineligible costs in line with internal policy.
  • Ensuring Worktribe and Business World records are updated and are in alignment. Investigating and following up any issues

2. To optimise the efficient and effective management of relevant research funding by:

  • Regular review of project closure process to identify improvements, liaising with other stakeholders where appropriate.
  • Regular review of all quick cards relating to project closure in Worktribe
  • Provide support and training to Post-Award colleagues in relating to clearing and closing of research and contracts accounts.
  • Ensuring accurate and timely management of funding from project start through to closure.
  • Maintaining awareness of changes to terms and conditions affecting allowable costs and post-award administration.
  • Monitoring grant expenditure and ensuring that grant conditions are adhered.
  • Provide ad hoc reports, statements, financial returns as and when required
  • As reasonably required, drafting, or assisting academic and school Departmental / Divisional Administrators with correspondence with the funding bodies e.g. to request variations to grant terms.
  • Effective management of the approval of staff forms, such as staff renewal forms, new recruitment forms etc.
  • Working methodically and strategically to reduce and then maintain the research debt following the priorities set by the Senior Research Manager and/or Director of Post-Award

3.   To promote and support a consistent and streamlined way of working across the whole unit, including giving/receiving support to/from the other teams, when necessary.

4. To lead on potential special projects that are identified within the unit.

5. To act as a back-up to other Research Grants Manager, when needed.

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

Essential criteria

  1. A thorough knowledge and understanding of Research Grants & Contracts Post Award through roles previously undertaken.
  2. High level of numeracy, double entry and accounting principles
  3. Excellent organisational skills with an ability to demonstrate attention to details
  4. Previous experience of supervising or leading staff with proven motivational and team building skills
  5. Previous experience of controlling research accounts in line with financial procedures
  6. Previous experience of problem solving skills and providing accurate, timely and understandable financial information to management and senior staff
  7. Self-starter, with ability to work with minimum guidance
  8. Excellent interpersonal skills, including tact, ability to form positive working relationships with a wide range of people in an enthusiastic and helpful manner whilst being capable of firmly maintaining College Polices
  9. Ability to work well under pressure and to be able to prioritise their work in the face of constantly shifting prioritises and tight deadlines
  10. Ability to annotate and converse effectively internal and external policies and funder terms and conditions to senior management and faculty management

Desirable criteria

  1. Accountancy Qualification or Studying towards such a qualification