The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. The Department of Psychiatry is based on the Warneford Hospital site in Oxford – a friendly, welcoming place of work with an international reputation for excellence. The Department has a substantial research programme, with major funding from Medical Research Council (MRC), Wellcome Trust and National Institute for Health Research (NIHR) and provides highly rated medical training in psychiatry. The Head of Department is Professor Belinda Lennox. We are seeking a Grants Officer to join our team to provide pre- and post- award administration and tailored financial planning support to Principal Investigators. **What We Offer** As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs The post is available on a hybrid basis with the postholder being expected to work on-site for a minimum of two days each week. **About the Role** The post is funded for 3 years and is based in the Department of Psychiatry at the Warneford Hospital. You will be part of a team of Grants Officers, each of whom cost new funding applications using the University costing tool (X5), ensuring compliance with sponsor rules, and corresponding with the relevant internal and external stakeholders, as well as managing a portfolio of research grant awards. **About You** We are looking for a highly organised individual who will have a proactive approach to the role. Educated to degree level (or equivalent experience), you will have relevant grants administration experience, strong communication skills and the ability to work to strict deadlines. Experience of X5 costing tool is desirable. **Diversity** Committed to equality and valuing diversity Our active Psychiatry People and Culture teams and initiatives work to make the Department of Psychiatry as supportive, welcoming and inclusive as possible. **Application Process** You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is 12.00 midday on 12 June 2025.
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Department of Psychiatry, Warneford Hospital, Oxford OX3 7JX
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Standard Grade 6: £34,982-£40,855 (with a discretionary range from £41,997 to £44,382) per annum
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The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. The Department of Psychiatry is based on the Warneford Hospital site in Oxford – a friendly, welcoming place of work with an international reputation for excellence. The Department has a substantial research programme, with major funding from Medical Research Council (MRC), Wellcome Trust and National Institute for Health Research (NIHR) and provides highly rated medical training in psychiatry. The Head of Department is Professor Belinda Lennox. We are seeking a Grants Officer to join our team to provide pre- and post-award administration and tailored financial planning support to Principal Investigators. What We Offer As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs The post is available on a hybrid basis with the postholder being expected to work on-site for a minimum of two days each week. About the Role The post is funded for 3 years and is based in the Department of Psychiatry at the Warneford Hospital. You will be part of a team of Grants Officers, each of whom cost new funding applications using the University costing tool (X5), ensuring compliance with sponsor rules, and corresponding with the relevant internal and external stakeholders, as well as managing a portfolio of research grant awards. About You We are looking for a highly organised individual who will have a proactive approach to the role. Educated to degree level (or equivalent experience), you will have relevant grants administration experience, strong communication skills and the ability to work to strict deadlines. Experience of X5 costing tool is desirable. Diversity Committed to equality and valuing diversity Our active Psychiatry People and Culture teams and initiatives work to make the Department of Psychiatry as supportive, welcoming and inclusive as possible. Application Process You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is 12.00 midday on 12 June 2025.
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_________________________________________________________________________ Summary Job title Grants Officer Division Medical Sciences Department Psychiatry Location Warneford Hospital Grade and salary Grade 6: £34,982-£40,855 (with a discretionary range from £41,997 to £44,382) per annum Hours Full time (Part time min 80% FTE will be considered) Contract type Fixed-term (3 years) Reporting to Finance Manager Vacancy reference 179591 The role We are seeking a Grants Officer to join our team in the vibrant and friendly Department of Psychiatry. The postholder will provide pre- and post-award administration and tailored financial planning support to Principal Investigators. Flexible working The post is available on a hybrid basis with the postholder being expected to work on-site for a minimum of two days each week. Responsibilities Pre award • Monitor the Grants inbox and ensure that grant application queries are responded to promptly and appropriately. • Provide advice to research staff on external research sponsors’ funding opportunities and scheme terms and conditions, on the costing and pricing of research, on University policy and procedures and the Department’s funding application process. • Cost funding applications using the University costing tool (X5), ensuring compliance with sponsor rules. • Provide advice and support to Principal Investigators in the preparation and timely submission of grant applications, including assistance researchers with completion of financial / administrative aspects of the grant application forms and offering guidance in relation to online application systems as required. • Review grant applications (using Research Services checklist) before submission to Research Services. • Develop effective systems to improve and streamline the grant application process, and maintain internal records of grant applications and their outcome. Post award • Take responsibility for a portfolio of research grants, developing a thorough understanding of the relevant funding rules and reporting requirements for each grant. • Maintain up-to-date knowledge of sponsors’ financial terms and conditions and ensure that they are adhered to. • Advise Principal Investigators on the financial and administrative regulations governing the award and the implications for their management of funds. Provide guidance and training to Principal Investigators and research support staff to enable them to interpret and understand award status reports and other financial reports. • Ensure appropriate records of hours worked, reimbursed personal expenses and any other auditable data is kept where required. • Review project status reports and proactively investigate variances, forecast/re-forecast grant expenditure, liaising with Principal Investigators and sponsors on a regular basis. • Carry out regular reviews of research grant management processes and procedures within the department in order to improve the efficiency of grants management. Where necessary, set up and maintain new streamlined processes and procedures. • Provide tailored financial planning support to Principal Investigators. Teamwork • • • Participate actively in the wider finance team helping to build cooperation by setting an example and showing a flexible approach to delivering team results, and being supportive and encouraging of others in the team. Provide guidance and training to the administrative support team on research grants. Allocate ad hoc tasks to other members of the finance team as required. Selection criteria Essential selection criteria • Degree or equivalent experience • Experience of research grants administration, both pre- and post-award • Excellent IT skills, including advanced use of Excel • Strong written and verbal communication skills and ability to explain financial matters in simple and understandable terms • Highly organised with the ability to prioritise work, produce consistently accurate work, and meet deadlines • Excellent inter-personal skills, including the ability to develop effective and cooperative working relationships with academic and non-academic colleagues at all levels Desirable selection criteria • Experience of working in University or other public sector environment • Experience of X5 costing software • Experience with Oracle Financials system Grants Officer 179591 October 2024 2 Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. If you have previously worked for the University we will also verify key information such as your dates of employment and reason for leaving your previous role with the department/unit where you worked. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. epartment of Psychiatry The Department of Psychiatry based on the Warneford Hospital site in Oxford has an international reputation for excellence. The Head of Department is Professor Belinda Lennox. The Department has a substantial research programme, with major funding from Medical Research Council (MRC), Wellcome Trust and National Institute for Health Research (NIHR) and provides highly rated medical training in psychiatry. There are approximately 250 staff including 41 principal investigators leading research groups investigating applying a wide range of approaches from translational neuroscience, experimental medicine, epidemiology, clinical trials and health services research to developmental disorders, mood disorders, cognitive disorders and self-harm and suicide. There are strong links with other departments and institutes both within and outside Oxford: these links ensure that we can apply the best scientific methods to psychiatric and cognitive disorders. The Department has an annual turnover of over £10 million with more than 130 research grants. For more information please visit: http://www.psych.ox.ac.uk The Department of Psychiatry holds a silver Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. Medical Sciences Division For more information please visit: https://www.medsci.ox.ac.uk/ Grants Officer 179591 October 2024 3 How to apply Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants) Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. If you currently work for the University please note that: - as part of the referencing process, we will contact your current department to confirm basic employment details including reason for leaving although employees may hold multiple part-time posts, they may not hold more than the equivalent of a full time post. If you are offered this post, and accepting it would take you over the equivalent of fulltime hours, you will be expected to resign from, or reduce hours in, your other posts(s) before starting work in the new post. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitment-support-faqs Non-technical questions about this job should be addressed to the recruiting department directly vacancies@psych.ox.ac.uk To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Grants Officer 179591 October 2024 4 Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacypolicy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82 of 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Grants Officer 179591 October 2024 5 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, flexible working options, travel discounts including salary sacrifice schemes for bicycles and electric cars and other discounts. Staff can access a huge range of personal and professional development opportunities. See https://hr.admin.ox.ac.uk/staff-benefits Employee Assistance Programme As part of our wellbeing offering staff get free access to Health Assured, a confidential employee assistance programme, available 24/7 for 365 days a year. Find out more https://staff.admin.ox.ac.uk/health-assured-eap University Club and sports facilities Membership of the University Club is free for University staff. It offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependants. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits We are a family-friendly employer with one of the most generous family leave schemes in the Higher Education sector (see https://hr.web.ox.ac.uk/family-leave). Our Childcare Services team provides guidance and support on childcare provision, and offers a range of high-quality childcare options at affordable prices for staff. In addition to 5 University nurseries, we partner with a number of local providers to offer in excess of 450 full time nursery places to our staff. Eligible parents are able to pay for childcare through salary sacrifice, further reducing costs. See https://childcare.admin.ox.ac.uk/. Supporting disability and health-related issues (inc menopause) We are committed to supporting members of staff with disabilities or long-term health conditions, including those experiencing negative effects of menopause. Information about the University’s Staff Disability Advisor, is at https://edu.admin.ox.ac.uk/disability-support. For information about how we support those going through menopause see https://hr.admin.ox.ac.uk/menopause-guidance Staff networks The University has a number of staff networks including for research staff, BME staff, LGBT+ staff, disabled staff network and those going through menopause. Find out more at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Research staff The Researcher Hub supports all researchers on fixed-term contracts. They aim to help you settle in comfortably, make connections, grow as a person, extend your research expertise and approach your next career step with confidence. Find out more https://www.ox.ac.uk/research/support-researchers/researcher-hub Oxford’s Research Staff Society is a collective voice for our researchers. They also organise social and professional networking activities for researchers. Find out more https://www.ox.ac.uk/research/supportresearchers/connecting-other-researchers/oxford-research-staff-society Grants Officer 179591 October 2024 6
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