Research Grants Administrator
Research Grants Administrator
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Job Description
Role:Research Grants Administrator (2 positions available)
Grade and Salary: Grade 6 30805 - 36130 per annum
FTE and working pattern: 1 FTE 35hrs per week Monday - Friday
Holiday Entitlement: 33 days annual leaveplus 9 buildings closed days (and Christmas Eve when it falls on a weekday)
Purpose of Role
The Research Grants Administrator (RGA) is a key post within RGF. Each RGA is responsible for administering a portfolio of research grants and contracts linking to a School or a range of Institutes within Heriot Watt. The portfolio will consist of a mixture of projects and the RGA is expected to understand the portfolio requirements manage the deadlines within the portfolio liaise with relevant internal and external parties and work closely with other colleagues in RGF Research Development (Pre-Award) Finance and School contacts.
This post provides an opportunity for the individual to understand the research undertaken at Heriot Watt and interact with world leading academics to assist int eh delivery of the research.
Key Duties & Responsibilities
- Ensure new projects are created correctly via the Worktribe to Oracle Interface.
- Liaise with appropriate internal areas (Lead academic finance colleagues research development team)
- Communicate with external parties (funders partners auditors)
- Interpret and communicate the Funder terms and conditions to colleagues across the University as required.
- Analyse monitor review and reconcile project expenditure as per the project milestones.
- Liaise with School/Institute staff and the lead academic on a regular basis and provide analysis of spend against budget as required.
- Complete financial statements and claims in line with Funder terms and conditions and reconcile each claim.
- Raise invoices and ensure project income is assigned to invoices when received.
- Process project changes including extensions budget supplements project transfers and funder terms and conditions changes.
- Process non-direct cost allocations: Indirect Estates other directly allocated costs.
- Raise journals for direct cost miscoding as required.
- Arrange and oversee project external audits as per the Funder terms and conditions.
- Reconcile close and balance projects when the final payment has been received.
Essential & Desirable Criteria
Essential
- Extensive financial experience.
- Accounting experience preferably within the Higher Education Sector.
- Ability to manage complex projects.
- Analysis and problem-solving skills.
- Ability to manage workload and prioritise tasks.
- Experience in working with a defined workload and able to demonstrate how you prioritise workload.
- Previous experience of managing complex projects.
Desirable
- AAT qualification or equivalent is desirable.
How to Apply
Applications can be submitted up to midnight(UK time)on Wednesday 25th June 2025.
Pleasesubmit your CV & covering letter 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-WattUniversity 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-WattUniversity 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 award-winning work in Disability Inclusive Science Careers our total rewards calculator: see the value of benefits provided by Heriot-Watt University.
About the Team
Research Grants Finance (RGF) is responsible for the post award administration of externally funded research grants and contracts awarded to Heriot Watt University. Heriot Watt has a portfolio of over 1000 research grants and contracts with a turnover in excess of 40 million per annum. Funding sources range from UK Research Councils UK and Overseas Industry UK and Overseas Charities Scottish and UK Government European Commission and number of other funding sources.
RGF supports the academics undertaking the research advising on funder terms and conditions ensuring costs are correctly attributed to the project and making appropriate claims and raising invoices based on the financial conditions of the project. RGF liaise internally with the Research Development who submit applications on behalf of Academics the individual School business partners and the Finance Department as well as externally with the Funders and project partners.
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.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
