Job Description - UCL



Job DescriptionResearch Finance AdministratorResearch Services, Post Award TeamResearch and Innovation Services DirectorateGrade: 7Location: 7th Floor, Maple House, 149 Tottenham Court Road, London, W1T 7BNleft342899Research Services00Research ServicesReports toResearch Finance Manager ContextUCL is a research intensive university that is rated within the top 25 universities in the world by the various league tables. Research Services, a section of UCL’s Research and Innovation Services Directorate, supports more than 4,000 research grant applications per year. It has around 6,000 active research awards and contracts with an annual income of over ?481m. Major funders are the Research Councils, UK and Overseas Charities, Government Departments, European Union and Industry. Research Services is organised over 4 functions: Research Support and Development, Research Finance and Compliance, DTA Studentships and Research Operations. Each function is headed by an Assistant Director, reporting to the Director of Research Services.Main purpose of the jobTo provide a comprehensive and high quality post- award management support service to the UCL academic community and research funders. The Research Finance Administrator role is responsible for a portfolio of academic departments and will lead in the management of the post-award financial and administrative activities for their externally funded research projects. The post-holder will apply a detailed and expert knowledge and understanding of Funder and UCL’s policies, procedures and processes, delivering a consistent and visible support service to the academic community, Professional Services teams and Funders.Duties and responsibilities:Responsible for the post-award management of a portfolio of research awards for a wide range of funding bodies ensuring they are administered in accordance with the funder’s terms and conditions, UCL’s financial regulations, policies and procedures and financial budgets.Provide expertise, guidance and support to Principal Investigators, project managers, research finance staff and researchers to assist them with the post-award administration and project management of their research grants and contracts. To ensure compliance with funder’s terms and conditions, UCL’s financial regulations, analysis of costs for accuracy and eligibility, the reporting criteria [financial and scientific] and deadlines are met.Provide a single point of contact for internal and external enquiries relating to their portfolio, from funders, academic colleagues, professional services etc., ensuring that they are recorded and acted upon in a timely and effective manner or escalated as appropriate.Ensure the accurate and timely preparation, reconciliation and submission of expenditure statements and invoices to funding bodies in accordance with their terms and conditions [eligibility of costs, treatment of VAT, procurement etc.] and within the funder’s stated deadlines to maximise UCL’s cash flow. Regularly review projects to monitor budgets, income and expenditure and ensure early identification of significant variances [budget under / overspends, ineligible costs, overhead recovery etc.]. Liaise with the Principal Investigator and research finance staff over any variances and potential financial problems and provide advice on how to resolve. Provide forecasts against funds remaining, considering the impact of exchange rates where the budget is in foreign currency. Meet / liaise with Principal Investigators and research finance staff on a regular periodic basis, updating them on the project status and taking a lead on any actions requiredLiaise with collaborators / partners on research projects, where UCL is the lead institution. Check deliverables have been met and approve and prepare the financial documentation for contractual payment schedules and claims submitted to UCL, in sterling and foreign currency, and process prompt payment.Perform a variety of analytical and quality assurance activities to ensure compliance with accounting principles, funder and University requirements. Work with Principal Investigators and research finance staff to promote the importance of assurance and compliance. To ensure that eligibility and audit criteria are adhered to with the correct audit documentation being completed. Prepare preliminary data to meet auditor’s requirements, on projects where an external audit is required. To liaise with and support the Principal Investigator, research finance staff and auditors in advance of, and during, the project audit to ensure that the audit is completed in a timely manner and to the funder’s requirements. This will include the provision of additional detail and substantive evidence as requested.Provide advice on variations to research staff appointments and respond to all research staffing related queries, issues and requests. Liaising with HR on complex matters when required.Cost and financially approve staff appointments / contract extensions in accordance with the funder’s terms and conditions. Checking salary calculations, including provision for increments, National Insurance, Superannuation and inflation, ensuring that sufficient funds and project duration are available for the appointments requested. Cost and financially approve studentships and tuition fees funded by research awards, ensuring that sufficient funds and project duration are available. Update the Student Information System, Portico.Produce routine and customised financial reports for budget holders and other colleagues incorporating funders terms and conditions and to be able to explain accounting and financial concepts to non-finance staff.Ensure effective working relationships are maintained through regular communication and information exchange across all relevant academic and professional services teams. This includes collaborating to continuously improve efficiency and effectiveness of project management and financial processes and procedures.Attend regular meetings with the Departments, Faculties and Schools to ensure post-award administration is appropriately represented and to assist in meeting their business needs.Develop and maintain effective relationships with outside funding bodies [Research Councils, Charities, European Union etc.] in order to ensure the smooth running of projects. This involves having a clear understanding and knowledge of the up to date terms and conditions and procedures relating to each external funder.Provide guidance and support to academic colleagues and administrative support staff on UCL’s financial and administrative systems: MyFinance - Oracle Finance System Worktribe - Research Management System Axiom – Finance reporting toolProvide guidance on the funder’s external research portals [Je-S, Wellcome Trust Grant Tracker, EC Participant Portal etc.] ensuring Principal Investigators are aware of their obligation to submit requested information / data via the portals.Update Worktribe and MyFinance, with supplements, no cost extensions, budget virements, currency variances etc. when written confirmation received. Manage and maintain accurate central records for each research award on the Electronic Document and Records Management system, EDRM. Ensure records are kept according to funder requirements and assist with internal / external audits of project documentation.The post-holder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by their Research Finance Manager.This job description reflects the present requirements of the post, and as duties and responsibilities change/develop, the job description will be reviewed and be subject to amendment in consultation with the post-holder.In carrying out the above duties the post holder is expected to:Adhere to UCL policies including Financial Regulations and ‘Equal Opportunities’;Participate in staff meetings and training as required;Maintain an awareness and observation of Fire and Health & Safety Regulations;Work in a resource efficient way and actively support UCL’s Sustainability policies and objectives within the remit of their role;Demonstrate a commitment to UCL’s values:Commitment to excellence and advancement on meritFairness and equalityDiversityCollegiality and community-buildingInclusivenessOpennessEthically acceptable standards of conductFostering innovation and creativityDeveloping leadershipEnvironmental sustainability.Person specificationCriteriaEssential or DesirableExperience and knowledgeEducated to degree level or equivalent, or relevant work experience within a HE or a similar environment.EExperience working in Post Award administration with a sound knowledge of the lifecycle of research projects from start-to-end.EExperience of data analysis, reconciliations and audit requirementsEExperience of financial database systems and maintaining accurate financial recordsEExperience of working with internal and external auditorsDExperience of costing and financial approval of staff appointmentsDSkills and abilitiesExcellent interpersonal, oral and written communication skills.EExcellent IT skills including knowledge of excel and Microsoft office softwareEExcellent data analysis and reconciliation skillsEStrong organisational skills and the ability to prioritiseEHigh level of numeracy with good attention to detailEAbility to explain accounting and financial concepts to non-finance staffEAbility to undertake a wide variety of tasks, often with tight and conflicting deadlines, and under pressure.EAbility to act on own initiative and be proactive in suggesting solutions to ensure an effective service EAttributesWillingness and ability to work collaboratively within a teamEDisciplined but flexible approach to work, whilst adhering to deadlinesEDemonstrates initiative and the ability to use judgement when appropriateEA commitment to customer focus and the need to provide an efficient, professional and effective service to the many contacts both internally, at all levels of the organisation, and externally.EApplyApplications should be completed online at: you are having difficulty accessing the on-line recruitment system please refer to the FAQS on the UCL website which includes further details about the recruitment process: In your application please use the criteria headings from the Person specification section above as a basis for your application to ensure that you are providing sufficient and appropriate examples. ................
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