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Research Funding Administrator(s) 5 Worcester Street, Oxford Grade 5 One permanent post One 12-month fixed-term appointment We currently have two vacancies in our Research Services Grants team. The team plays a key part in supporting Oxford’s research endeavour – research that tackles many global challenges, from reducing carbon emissions to developing vaccines. This is a high turnover, deadline driven working environment where your exceptional organisational skills and keen eye for detail will underpin all team activity. We are a friendly and supportive team and the personal development of team members is important to us. About the role Working closely with two other Research Funding Administrators, you will play a crucial role in the work that the team does to support and submit research grant applications to external funders. The Grants team is also responsible for accepting research funding awards on behalf of the University and for supporting requests for amendments to existing grants. The team receives multiple pieces of new work every day and your responsibilities will include assessing items, allocating them as appropriate within the team and processing much of the activity yourself. You will work closely with team colleagues and build good working relations with research support staff across the wider University. Full training is provided and the responsibilities of both the permanent and the fixed term roles will be the same. We are committed to continuous review and improvement of our processes and you will play an important part in this activity. 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 Research Services’ values include teamwork, professionalism, continuous improvement, empathy, respect and trust. All these values are embodied in the way in which we work in the Funding Team. Based in central Oxford we are within easy reach of public transport (including Park&Ride routes). Hybrid working is the norm (working pattern to be discussed at interview). About You To be successful in this role you will above all need to be genuinely enthusiastic about efficiency, accuracy and organisation. You will need to enjoy working in a time pressure environment where deadlines are not in your control. You will be a great team player and able to communicate effectively with a broad range of colleagues and customers – in person and in writing. You will be conscientious, capable of both managing your own workload and working closely with team colleagues. You will be fully at ease with data entry, spreadsheets and other electronic systems. Experience of a similar high-turnover role would be an advantage. Applications If you would like an informal conversation about any aspect of these roles please contact Matthew Carr through Teams chat or email – matthew.carr@admin.ox.ac.uk. Further information including details of how to apply, are in the document linked to below. The deadline for receipt of applications is midday on Thursday 29 May. Applications received after this date will not be considered. Interviews are expected to be held during week commencing Monday 16 June. Your application will require a 1-2 page CV and a 1-2 page supporting statement. Applications missing either document will not be considered. Please do not exceed these page limits and do not upload or attach additional material. Please use your supporting statement to explain why you are interested in the roles and how you meet our selection criteria. Please also tell us whether you are interested in the 12-month role, the permanent role, or whether you would be interested in either appointment.
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**Research Funding Administrator(s)** 5 Worcester Street, Oxford **Grade 5** One permanent post One 12-month fixed-term appointment We currently have two vacancies in our Research Services Grants team. The team plays a key part in supporting Oxford’s research endeavour – research that tackles many global challenges, from reducing carbon emissions to developing vaccines. This is a high turnover, deadline driven working environment where your exceptional organisational skills and keen eye for detail will underpin all team activity. We are a friendly and supportive team and the personal development of team members is important to us. **About the role** Working closely with two other Research Funding Administrators, you will play a crucial role in the work that the team does to support and submit research grant applications to external funders. The Grants team is also responsible for accepting research funding awards on behalf of the University and for supporting requests for amendments to existing grants. The team receives multiple pieces of new work every day and your responsibilities will include assessing items, allocating them as appropriate within the team and processing much of the activity yourself. You will work closely with team colleagues and build good working relations with research support staff across the wider University. Full training is provided and the responsibilities of both the permanent and the fixed term roles will be the same. We are committed to continuous review and improvement of our processes and you will play an important part in this activity. **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 Research Services’ values include teamwork, professionalism, continuous improvement, empathy, respect and trust. All these values are embodied in the way in which we work in the Funding Team. Based in central Oxford we are within easy reach of public transport (including Park&Ride routes). Hybrid working is the norm (working pattern to be discussed at interview). **About You ** To be successful in this role you will above all need to be genuinely enthusiastic about efficiency, accuracy and organisation. You will need to enjoy working in a time pressure environment where deadlines are not in your control. You will be a great team player and able to communicate effectively with a broad range of colleagues and customers – in person and in writing. You will be conscientious, capable of both managing your own workload and working closely with team colleagues. You will be fully at ease with data entry, spreadsheets and other electronic systems. Experience of a similar high- turnover role would be an advantage. **Applications** If you would like an informal conversation about any aspect of these roles please contact Matthew Carr through Teams chat or email – matthew.carr@admin.ox.ac.uk. Further information including details of how to apply, are in the document linked to below. The deadline for receipt of applications is **midday on Thursday 29 May**. Applications received after this date will not be considered. Interviews are expected to be held during week commencing **Monday 16 June. ** Your application will require a 1-2 page CV and a 1-2 page supporting statement. Applications missing either document will not be considered. Please do not exceed these page limits and do not upload or attach additional material. Please use your supporting statement to explain why you are interested in the roles and how you meet our selection criteria. Please also tell us whether you are interested in the 12-month role, the permanent role, or whether you would be interested in either appointment.
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Job Description Summary Job title Research Funding Administrator Division University Administration and Services Department Research Services Location 5 Worcester Street, Oxford, OX1 2BX Grade and salary Grade 5: £31,459 - £36,616 per annum Hours Full time Contract type One Permanent and one 12-month Fixed-Term Appointment Reporting to Research Funding Manager Vacancy reference 179726 Additional information The role The Research Funding Administrator will be based in the Research Services Funding and Contracts team in 5 Worcester Street, Oxford City centre. This friendly office with a very high through-put of work is part of the University Administration and Services Division. We support the submission of around 4000 research grants and manage c. 1500 award documents annually within the team (data: FY 23/24). Research Funding Administrators provide the underpinning support essential to the smooth running of the grants team and its working relationships with academic colleagues, University departments and external sponsors. For the right candidate, the post will provide scope for personal growth in this area of specialist academic administration. You will report to a Research Funding Manager and work closely with the other members of the team to provide a wide range of advice and personal assistance in response to internal and external demands. In particular, you will support the work Research Services does to review, advise on and submit grant applications handled through the office. You will ensure effective workflow within the team and between the team and academic departments, and maintain excellent communications with internal and external customers. You will use initiative and work independently in a number of areas. The role involves significant personal contact with people inside and outside the University, often in relation to complex issues, which may need to be resolved urgently. Training will be given in relation to all those duties with which you might initially be unfamiliar. All team members combine office-based and remote working, with an ‘anchor day’ process in operation. Responsibilities Research Grant Applications and Awards 1. Managing your own time and working closely with Research Funding Administrator colleagues, provide administrative support to the Research Funding Associates, Research Funding Specialists and Research Funding Managers to underpin team activities in an efficient and timely manner (most of the work within the team has external or hard deadlines). The main duties associated with this are: (a) Triage new workload for urgency and complexity on behalf of the team; collate data and information from multiple documents and sources; accurately and efficiently enter the data into Research Services’ bespoke grants management system; and allocate cases to colleagues for further work. (b) Manage the shared team inboxes: assess the emails received; quickly process routine requests; escalate non-routine items to more senior staff as appropriate. (c) Work closely with other team members on pre and post award activity, including where appropriate providing support to department administrators and applicants to ensure that applications are prepared and submitted in line with sponsor guidance. (d) Review new award documentation (and requests for extensions/amendments) against the original application stored in Research Service’s database, flagging any issues highlighted at application stage (e.g. collaboration, issues relating to intellectual property, sub-contract requirements) to the Research Funding Associates and Research Funding Specialists. (e) Issue instructions to Research Accounts regarding authorized changes to existing grants, and supporting senior team members in the setting up of standard funding awards. (f) Create and provide regular and bespoke reports and share information with colleagues in Research Accounts and the Departments in connection with updates to existing awards (g) Undertake desktop research to create and maintain a calendar of research funding opportunity deadlines for the use of Departments and Faculties across the University. 2. Using tact and discretion provide advice to departmental Heads of Administration and Finance, research facilitators and sometimes researchers/academics on internal and external submission processes. In particular helping to resolve issues with internal and external IT systems for the preparation, submission and management of grant applications. 3. Provide clerical and administrative support to panels comprising academic staff convened by Research Services for the internal assessment of research grant applications particularly in response to funders that limit the number of applications that can be submitted by one institution against specific calls. Other general administrative duties 4. Produce regular and bespoke management reports using large volumes of data obtained from the University’s bespoke systems, and manipulated in Excel prior to collation in a report and distribution. Use the reports to identify projects that need further investigation and then liaise closely with internal and external customers to resolve identified issues. 5. Work with the grants and wider Funding team on the ongoing development of grants management within Research Services at the University. 6. Provide a broad range of specialist information in relation to the remit of Research Services and advising on research-related policy and procedures. (Training will be given, but the post-holder will be expected to JD_RFC_G5_ResearchFundingAdministrator_Apr25_FINAL 2 absorb relevant information independently through work experience in order to fulfil this aspect of the job, eventually referring only the more specialized enquiries to other members of the team). 7. Develop positive, long-term working relationships with professional support staff in the University’s Departments and (occasionally) academic members of staff. 8. Contribute to the development of information systems underpinning the professional operation of the office. The post-holder will have the opportunity to suggest and implement appropriate improvements to administrative systems currently in place. 9. Attend, participate in and where appropriate deliver internal training sessions. 10. Other duties as commensurate with the role as requested by senior Research Services officers from time to time. Selection criteria Essential selection criteria 1. 2. 3. 4. 5. 6. 7. 8. A good level of education and/or equivalent experience in an administrative support role, preferably within a large and complex organisation. Strong organisational skills and attention to detail. Ability to work closely with colleagues, and with minimal supervision to deliver similar activities across the team coordinating workload with colleagues where necessary. Ability to deal with a wide variety of tasks, competing demands, in a deadline driven environment with good humour and initiative. Excellent interpersonal skills. Ability to communicate fluently and tactfully, both orally and in writing, at all levels within the University and with external organisations. Demonstrable basic mathematical ability Computer-literacy: good typing skills, ability to word-process, use email, manipulate databases and spreadsheets, and familiarity with a variety of software packages including Microsoft Word, and Excel (if necessary, training will be provided in a particular software package). Experience of working in a customer focused environment. 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. 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 JD_RFC_G5_ResearchFundingAdministrator_Apr25_FINAL 3 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. Oxford is world-famous for research excellence and home to some of the most talented people from across the globe. For the past five years we have ranked number 1 in the Times Higher Education (THE) World University Rankings, both overall and specifically for research. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. We are currently the most successful UK university in securing external funding for research (£634m in 2019/20) as well as for research funding from industry (£108m in 2019/20). We are a leading institution for the commercialisation of our research, having spun-out more than 200 companies, again more than any UK institution. 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. Research Services Research Services is part of the University Administration and Services Division and works in partnership with the academic divisions and their departments and faculties to support Oxford’s researchers. Our role is to facilitate excellence in research, engagement and innovation at Oxford. Our vision is to be a trusted provider of expertise, strategic insight, internal and external influence and excellent professional support to Oxford’s research, engagement and innovation community. Research Services is a large team of over 140 research support professionals, with a wide-ranging remit including: - Supporting the acquisition of external research funding, funder engagement and strategic research initiatives comprehensive funding, contracts and research development support Negotiating research-related contracts Supporting institutional research strategy, policy and planning Facilitating knowledge exchange, innovation and engagement and coordinating the development and delivery of knowledge exchange strategy and policy Promoting the responsible conduct of research and compliance with regulatory and research governance requirements Leading the continuous improvement of research administration at Oxford Our values and commitments govern the way we work with others within Research Services, the University and externally, including our commitment to professionalism, consultation, teamwork and continuous improvement. You can read more about our values and commitments here. For more information please visit: researchsupport.admin.ox.ac.uk JD_RFC_G5_ResearchFundingAdministrator_Apr25_FINAL 4 University Administration and Services University Administration and Services (UAS) is the collective term for the central administrative departments of the University. UAS comprises structures to:    support the University’s core academic purposes of teaching, learning and research; ensure the University can meet the requirements of government, funding bodies and other external agencies; and facilitate the attainment of the objectives set out in the University’s Strategic Plan. The offices of the UAS sections are spread across the city centre, with the main University Offices located in Wellington Square. For more information please visit: http://www.admin.ox.ac.uk/ How to apply Applications are made through our e-recruitment system and you will find all the information you need about how to apply 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 1-2 page CV and a 1-2 page 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. 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 Help and support is available from: https://hrsystems.admin.ox.ac.uk/recruitment-support If you require any further assistance please email recruitment.support@admin.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 e-recruitment system to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. JD_RFC_G5_ResearchFundingAdministrator_Apr25_FINAL 5 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 all academic posts and some academicrelated posts. The University has adopted an EJRA of 30 September before the 69th birthday for all academic and academic-related staff in posts at grade 8 and above. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra For existing employees, 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 grades 1–7 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. JD_RFC_G5_ResearchFundingAdministrator_Apr25_FINAL 6 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club 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 website 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 dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation 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. JD_RFC_G5_ResearchFundingAdministrator_Apr25_FINAL 7
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