Hybrid Research Grants Administrator presso Heriot-Watt University

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 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 in the delivery of the research. 

Key Duties & Responsibilities

1. Ensure new projects are created correctly via the Worktribe to Oracle Interface. 
2. Liaise with appropriate internal areas (Lead academic, finance colleagues, research development team)
3. Communicate with external parties (funders, partners, auditors)
4. Interpret and communicate the Funder terms and conditions to colleagues across the University, as required. 
5. Analyse, monitor, review and reconcile project expenditure as per the project milestones. 
6. Liaise with School/Institute staff and the lead academic on a regular basis, and provide analysis of spend against budget, as required. 
7. Complete financial statements and claims, in line with Funder terms and conditions, and reconcile each claim. 
8. Raise invoices and ensure project income is assigned to invoices when received. 
9. Process project changes, including, extensions, budget supplements, project transfers and funder terms and conditions changes. 
10. Process non-direct cost allocations: Indirect, Estates, other directly allocated costs. 
11. Raise journals for direct cost miscoding, as required. 
12. Arrange and oversee project external audits, as per the Funder terms and conditions. 
13. Reconcile, close and balance projects when the final payment has been received. 

Essential & Desirable Criteria

Essential

1. Extensive financial experience.
2. Accounting experience, preferably within the Higher Education Sector. 
3. Ability to manage complex projects. 
4. Analysis and problem-solving skills.
5. Ability to manage workload and prioritise tasks. 
6. Experience in working with a defined workload and able to demonstrate how you prioritise workload. 
7. Previous experience of managing complex projects. 

Desirable

1. AAT qualification or equivalent, is desirable. 

How to Apply

Applications can be submitted up to midnight (UK time) on Thursday 12th September 2025.

Please submit 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-Watt University 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-Watt University 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 https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ .

Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to 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.