Research Projects Officer

We are seeking a highly organised, proactive and detail-oriented Research Grants and Finance Administrator to join our administrative team.

The successful candidate will play a key role in supporting the effective financial and administrative management of research grants throughout their lifecycle, from initial application and costing through to award management, financial monitoring, reporting and project closure.

Working closely with the Research Facilitator and Grants Manager, Finance and HR teams, academic colleagues, University Research Services and Research Accounts, you will provide comprehensive pre-award and post-award support to Principal Investigators (PIs), ensuring that research funding is managed accurately, efficiently and in accordance with funder requirements and University policies.

This is an excellent opportunity for someone with experience in research grant administration and financial management who enjoys working collaboratively in a busy academic environment.

Key Responsibilities

1. Pre-Award Research Grants Administration

• Prepare accurate costings for research grant applications using funders' electronic systems and the University's research costing tool (X5).
• Support Principal Investigators in preparing budgets and Justifications of Resources for research proposals.
• Advise academic and finance colleagues on funding opportunities, funder terms and conditions, costing principles and University procedures.
• Review and proofread funding applications, coordinate departmental reviews and obtain the necessary approvals ahead of submission deadlines.
• Liaise with Research Services to coordinate institutional approval and submission of grant applications.
• Maintain accurate records of applications, funding outcomes and associated documentation.
• Ensure grant records, electronic files and correspondence are kept up to date.
• Provide general administrative support to the Research Grants Manager, including meeting coordination, minute-taking and preparation of committee papers.

2. Post-Award Financial and Grants Management

• Coordinate the administrative processes associated with the acceptance and set-up of research awards.
• Liaise with Research Services to ensure approved grant budgets align with award letters, arranging revised costings where necessary.
• Ensure research grants are accurately established on University and departmental financial systems, including expenditure categories, tasks and budget restrictions.
• Monitor grant expenditure, commitments and budget changes, providing regular financial reports and updates to Principal Investigators.
• Support grant holders with project management, financial monitoring, funder reporting and compliance with award conditions.
• Prepare financial reports, journal requests and budget transfers, ensuring appropriate supporting documentation is maintained.
• Monitor changes to awards, including extensions, staffing adjustments, changes in FTE and budget revisions, communicating updates to Finance and HR colleagues.
• Coordinate the administration of collaborators and subcontractors, including agreements, budget set-up and invoice monitoring.
• Review expense claims to ensure expenditure meets funder eligibility requirements.
• Undertake monthly research grant payroll checks and maintain records of grant-funded staff buyouts.
• Work with HR to coordinate recruitment, appointments and transfers of staff funded through research awards.
• Support the administration of monthly casual payroll for departmental research assistants, including timesheet verification and budget monitoring.
• Maintain accurate financial records, shared mailboxes and electronic project files, ensuring a clear audit trail for all grant-related activities.
• Coordinate financial audit requirements and provide supporting documentation in collaboration with Finance, HR and research administration colleagues.

3. Research Administration and Compliance

• Support the maintenance of research publications data and Open Access compliance, working with relevant academic, administrative and library colleagues.
• Assist with external research exercises and reporting requirements, including the Research Excellence Framework (REF) and ResearchFish submissions.
• Coordinate research ethics applications through Worktribe, maintaining accurate records and monitoring approval processes.
• Maintain the departmental Research Ethics intranet pages.
• Provide secretarial support to the Departmental Ethics Committee, including arranging meetings, preparing papers and recording minutes.
• Support the maintenance and updating of research-related information on departmental websites and intranet pages.
• Act as a key point of contact for academic colleagues, external funders, Research Services and Research Accounts, providing a professional and responsive administrative service.
• Contribute to the continuous improvement of research administration processes and the delivery of an excellent service to Principal Investigators.