Description
Role: Research Grants Administrator (2 positions available)
Grade and Salary: Grade 6, £31,236 - £36,636 per annum
FTE and working pattern: 1 FTE, 35hrs per week, Monday - Friday
Holiday Entitlement: 33 days annual leave plus 9 building 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 deadlines, liaise with internal and external parties, and work closely with colleagues in RGF, Research Development (Pre-Award), Finance, and School contacts.
This role offers an opportunity to understand the research undertaken at Heriot Watt and interact with leading academics to support research delivery.
Key Duties & Responsibilities
* Ensure new projects are created correctly via the Worktribe to Oracle Interface.
* Liaise with internal teams (Lead academic, finance, research development).
* Communicate with external funders, partners, auditors.
* Interpret and communicate funder terms and conditions to relevant colleagues.
* Monitor and review project expenditure against milestones.
* Provide analysis of spend against budgets and liaise with School/Institute staff and lead academics.
* Complete financial statements and claims, reconcile each claim.
* Raise invoices and ensure project income is allocated correctly.
* Process project changes, including extensions, budget supplements, transfers, and funder condition changes.
* Allocate non-direct costs: Indirect, Estates, and other directly allocated costs.
* Raise journals for direct cost miscoding as required.
* Arrange and oversee external audits as per funder requirements.
* Reconcile, close, and balance projects upon final payment receipt.
Essential & Desirable Criteria
* Extensive financial experience.
* Accounting experience, preferably in Higher Education.
* Ability to manage complex projects.
* Strong analysis and problem-solving skills.
* Effective workload management and prioritization.
* Experience managing defined workloads and demonstrating prioritization.
Desirable
* AAT qualification or equivalent.
How To Apply
Applications close at midnight (UK time) on Thursday 12th September 2025. Submit your CV & cover letter via the Heriot-Watt online recruitment portal. Flexible working options are welcomed, including part-time and job share.
Heriot-Watt University is committed to equality of opportunity and fostering an inclusive environment. We encourage applications from all sectors of society, especially underrepresented groups. For more information, visit our website: https://www.hw.ac.uk/uk/services/equality-diversity.htm and Disability Inclusive Science Careers.
Use our total rewards calculator to see the benefits offered by Heriot-Watt University.
About The Team
Research Grants Finance (RGF) manages the post-award administration of externally funded research grants and contracts, supporting a portfolio of over 1,000 grants with a turnover exceeding £40 million annually. Funding sources include UK Research Councils, industry, charities, government, and European bodies. RGF supports academics by advising on funder terms, ensuring correct cost attribution, and handling claims and invoicing. We collaborate internally with Research Development, School partners, and Finance, and externally with funders and partners.
About Heriot-Watt University
We are passionate about our values, fostering a global community that values diversity, creativity, and impact. Our research aims to deliver real-world solutions, supported by our international team. Join us to thrive and balance work with well-being and inclusiveness.
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