Hours
35.75 hours per week (1.0FTE)
Contract Basis
Open ended
Location
Queen Margaret University, Musselburgh
Finance Department
The purpose of the Finance Department is to:
- Ensure that all financial transactions are processed accurately and timeously
- Ensure that income is maximised by receiving as early as possible, and that costs are controlled effectively
- Implement and report upon action taken to secure achievement of the University's financial sustainability strategies
- Ensure that reliable and meaningful management information is made available to users and stakeholders, including the University Court, senior management, University budget holders, and the Scottish Funding Council
- Ensure that adequate internal financial controls are in place and are operating effectively, to the satisfaction of internal and external auditors, the Audit Committee and the University Court
- Ensure that appropriate support is provided for the effective management of research, knowledge exchange and commercial activities
Role Purpose
To support the Head of Finance in delivering a high quality, proactive research grant & contract pre award service to the project budget holders and managers within the University and external stakeholders in respect of externally funded projects. This is a key role in ensuring that Academics are fully supported in research grant and contracts management and the performance of externally funded projects is controlled, monitored and reported upon in compliance with all internal and external regulations and terms and conditions.
Principal Duties or Key Result Areas
- Provide specialist expertise, knowledge and leadership with respect to specific areas of research support, for example, research application processes , contract management and research costing
- Act as key contact to academic areas and as institutional lead for funding calls and applications
- Develop positive relationships with academic colleagues and an understanding of their research and knowledge exchange priorities across QMU to facilitate cross-disciplinary projects
- Develop and maintain good working relationships with external funders and attend funder events and seminars in order to remain up-to date with developments and guidelines and to develop useful networks. Act as an administrator for relevant funder portals e.g. the Research Councils' Joint Electronic Submission system (Je-S)
- Provide high level pro-active support and advice to academic colleagues in the development, approval and submission of successful funding proposals
- Co-ordinate proposal preparation and ensure progression of bids and timely submission in line with University policies and procedures
- Provide back up to the project costing in line with full economic costing (fEC) methodologies using pFACT costing and pricing system, price proposals to maximise cost recovery and complete the financial sections of applications
- Draft elements of the proposal as required, e.g. justification of resources and standard HEI and administrative information, review and provide feedback on draft applications and review and check funding applications for accuracy and compliance with regulations prior to submission
- Review, draft and negotiate funding agreements, collaborative research agreements and sub-contracts, and confidentiality agreements
- Maintain up-to-date, consistent and appropriate contract templates and standard clauses in liaison with the Head of Finance and take the lead on negotiation and drafting of more complex contracts
- Take the lead on ensuring that accurate records of applications and awards are maintained for all external funding applications for the purpose of regular reporting of research and KE activity for senior management and other audiences
- Ensure that funder and reviewer feedback is recorded, and analyse and disseminate feedback to academic colleagues to inform future applications as appropriate
- Significantly contribute to review, development and improvement of pre-award procedures and systems to facilitate efficient and effective pre-award support
- Develop and maintain a repository of reference material concerning funding applications including guidance, FAQs, best practice examples and templates (e.g. justification of resources) and standard text to be used in applications
- Develop and deliver briefing, awareness raising and training events
- Any other duties commensurate with the role and grade, together with other areas of work as may be requested by the Head of Finance from time to time
Person Specification - Essential
First degree or equivalent professional qualification
Significant experience of costing and pricing Research and Knowledge Exchange grants and contracts and advising on external funding applications
Significant experience of drafting legal documents, including contract preparation and negotiation
Strong organisational and administrative skills and a high level of numeracy, accuracy and attention to detail frequently under pressure to meet deadlines
Ability to interpret funder guidance and terms and conditions and analyse, interpret and respond effectively to detailed written documentation
Good time management skills to ensure internal and external deadlines are met and proven ability to work well under pressure and manage a complex workload with competing priorities
Ability to work cooperatively as part of a team but also independently with minimal supervision using own initiative
Good interpersonal, written and verbal communication skills including the ability to communicate effectively with colleagues at all levels within the university and external organisations and respond to complex queries in a clear and comprehensive manner and explain financial issues to non-financial managers
Enthusiastic, enabling and pro-active approach to work and flexible and responsive to changing priorities
Strong customer focus and high regard for quality service delivery and commitment to ongoing service improvement and ability to work and liaise with colleagues and users of management information in a constructive wayPerson Specification - Desirable
Experience of administration/financial administration within a research or Higher Education institution
Experience of using pFACT (Project Financial Appraisal and Costing Tool) and research management systems
Experience of using online third party systems such as the Research Councils' Je-S system, the KTP portal and the European Commission's Research and Innovation Participant Portal
An understanding of the needs and experience of working with, and supporting, academic teams
Experience of developing and delivering training/briefing sessions
High level of competence with Microsoft Office, particularly Excel
A good understanding of intellectual property issues
An understanding of Full Economic Costing methodologies