Administrator (Research Projects)

1 month ago

Newcastle upon Tyne, United Kingdom Newcastle University Full time

**Salary**: £25,742 to £26,444 with progression to £27,979 per annum

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

**Closing Date**: 29 March 2024

The Role

We are seeking a highly motivated and enthusiastic individual to join our multidisciplinary School. Based in the busy School of Geography, Politics and Sociology Professional Services office you will support our innovative and world-leading research agenda.

Main Purpose

To act as School Research Officer, providing dedicated support for activities ranging across research, enterprise, learning and teaching, public engagement, and impact, in our School Subject areas and our School Research Centre (CURDS).

Key Accountabilities

Project and Financial Administration
Provide costings for projects and advise colleagues on costing and pricing, using relevant University systems in line with funder and University rules
Provide post-award project financial management for accounts, including budget management, regular reporting and management of variations, advising PIs and liaising with Grants and Contracts and Contract Financial Management as necessary through to project closedown, working across university services to help resolve issues
Arrange travel and accommodation bookings, ensuring best value for money is achieved whilst adhering to University regulations
Undertake purchases on accounts to ensure that transactions are recorded accurately and efficiently in compliance with all relevant internal and external regulations (eg VAT, funder regulations)
Undertake sales activity to receive income. Preparation of accurate and timely invoices in accordance with VAT regulations
Receive, check, process and record fee and expense claims and advances, complying with internal accounting procedures and external regulations (eg VAT) and resolving queries where required
Hold a School purchasing card for purchases outside the P2P system, in line with University regulations. Receive and code up statements following use
Maintain accurate and up-to-date records in preparation for audit and in strict compliance with all applicable data protection legislation e.g. GDPR

General Administration
Create and manage efficient office systems to ensure effective record keeping across all aspects of project administration, advising colleagues on the correct procedures to follow, ensuring University and funder requirements are met
Service monthly management, team and other meetings, producing minutes, circulating documents, agreeing agenda items and following up action points
Planning, organisation and promotion of events, including financial management, advising event organisers where necessary and liaising with the Conference Office
Disseminate new and existing administrative procedures to both academic and professional services colleagues
Administer the recruitment of research appointments, under the direction of the School Research Administrator, Research Operations Co-ordinator and other academic and PS colleagues, assisting with subsequent contract management where required
Assist with the production of publicity material and website maintenance
Support the Head of School, Centre and Research Directors, Research Operations Co-ordinator and School Research Administrator in preparation for internal and external research evaluation exercises (for example REF, IQA / EQA and PRP), including maintenance of accurate records, statistics and information gathering
Provide bespoke support for School Research Centre as required and commensurate with the grade

Other General Duties
Any other duties within the scope and general nature of the grade which may be required from time to time including deputising for other members of the School research and finance team during busy periods and absences
Briefing professional services colleagues in research administration so they are able to assist and provide cover as required by the School Research Operations Co-ordinator and Research Administrator

The Person

Knowledge, Skills and Experience Understanding of regulations and processes, and their importance in large organisations Experience of managing grants, budgets or financial awards Excellent IT experience and confidence in the use of spreadsheets and/or financial software Excellent communication skills and ability to work well within a team Excellent organisational skills with the ability to prioritise tasks and manage a variety of tasks

Attributes and Behaviours
Ability to independently organise own workload
Excellent standard of integrity, honesty and discretion
Proven attention to detail, working quickly and accurately to deadlines
Excellent interpersonal skills, working flexibly and co-operatively with others
Excellent problem-solving skills

**Qualifications**:
Educated to GCSE standard with a minimum o

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