Project Administrator
Project Administrator
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Job Description
Role:Project Administrator
Grade and Salary: Gradeper annum
FTE and working pattern: 1.0 FTE 35hrs per week Monday Friday
Contract: Fixed Term Until 30/11/2029
Holiday Entitlement: 28 days annual leaveplus 9 buildings closed days (and Christmas Eve when it falls on a weekday)
Purpose of Role
We are seeking to appoint a Project Administrator to provide support for a large multipartner programme grant researching the development of quantum secure communications technologies.
HeriotWatt University is leading a consortium of a further twelve universities and two national laboratories supporting the formation of a new international research centre (Hub) funded by EPSRC for a 5year research programme intoIntegrated Quantum Networks (IQN). The overall financial contribution from EPSRC to the Hub is 21.8M with significant additional support from industry partners.
The Project Administrator will join a dedicated team of professional support staff assisting Hub investigators with all operational aspects of programme delivery over the 5year duration of the award.
The Project Administrator will assist the Director Hub researchers and professional support team with a range of administrative tasks required to facilitate the effective and efficient delivery of research processes.
The role holder must have effective organisational interpersonal and communication skills vital for this role as are numeracy and IT (Microsoft Office) skills. This post will suit a selfmotivated individual who is able to work flexibly as one of a team as well as working independently.
The successful candidate will report directly to the IQN Hub manager and work closely with the latter and alongside the Communications Finance and Business Development managers in support of activities across all these project areas.
Key Duties & Responsibilities
The role holder will be expected to undertake a range of general research support responsibilities including but not limited to:
- Assisting with projectrelated communications and sourcing responses to specific enquiries from individuals with relevant knowledge and expertise.
- Liaising with other University research support teams (Finances Research Operations Research Contracts) where appropriate to respond to questions or signpost for further information.
- Maintaining project datasets and spreadsheets to record project outputs and finances.
- Providing diary support for the Hub Director including coordinating and arranging meetings and other appointments making travel arrangements and liaising and prioritising as appropriate.
- Supporting the Hub manager with meetings and events organisation related activities including all aspects of planning (e.g. sourcing available venues liaising with suppliers/AV teams arranging catering etc. delivery and evaluation.
- Supporting the Business Development manager with activities related to the operation of the Hub Industry Partners Board; and including organising and servicing meetings disseminating outputs and tracking action points.
- Supporting the Communications manager with maintaining the project website and uploading relevant content including on various social media platforms as required.
- Supporting the Finance manager with data collation related to regular expenditure reports in compliance with funder and University guidelines and other routine finance tasks.
- Helping to populate the Researchfish platform with projectspecific outputs in readiness for the annual submission cycle.
- Acting as a coordinating administrative point of contact for the IQN and theUniversity of Glasgowled PNT Hub where HeriotWatt researchers are also involved.
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.
Essential & Desirable Criteria
Essential
- Literacy and numeracy skills equivalent to SCQF Level 5 (Standard Grade Intermediate/Credit Nat45 or equivalent)
- Competent in the use of relevant IT packages and open to learning to use new software
- Excellent organisational skills including the ability to independently plan and prioritise own workload to meet deadlines
- A confident proactive customerfocused approach to work and use of initiative to propose solutions or improvements as and when needed
- A high standard of numeracy and excellent attention to detail
- Experience in supporting financial administration to ensure that programme/event budgets are adhered to and used appropriately
- Experience of providing administrative support on largescale projects
- Welldeveloped interpersonal skills
- Demonstrable ability to work quickly flexibly and accurately in a dynamic changing and pressured environment
Desirable
- Educated to SCQF Level 6 (Highers) or equivalent qualification
- Experience of working within a similar environment as outlined above
- Operational knowledge of financial management systems and of financial administration procedures in a higher education environment or equivalent
- Proven knowledge of data management and collection systems in respect of financial and output reporting
- Knowledge of University financial systems such as Oracle and Worktribe
How to Apply
Applications can be submitted up to midnight(UK time)on Sunday 30th March 2025.
Pleasesubmit your CV and a covering letter describing your interest and suitability for the post via the HeriotWatt online recruitment portal.
We welcome and will consider flexible working patterns e.g. parttime working and job share options.
HeriotWattUniversity 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.
HeriotWattUniversity 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 also our awardwinning work in Disability Inclusive Science Careers our total rewards calculator: see the value of benefits provided by HeriotWatt University.
About HeriotWatt University
At HeriotWatt 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 wellbeing and inclusiveness at the heart of our global community.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
