Role Details
Grants Finance Assistant Manager (RGF Assistant Manager)
Salary: Grade 7 – £37,694 – £47,389 per annum
Contract Type: Full Time (1FTE), Open Ended
Rewards and Benefits: 33 days annual leave, plus 9 buildings closed days
The role of Research Grants Assistant Manager (RGAM) is a key and exciting position within the Research Grants Finance (RGF) department. In this position you will lead your own team of Research Grant Administrators (RGA) to meet deliverables, supported by the Deputy and Head of Research Grants Finance.
In this role you will experience a wide range of opportunities over and above the day to day supervision and oversight of your team. You will contribute to improving and developing processes and procedures for the whole department, be involved in the training of new and existing staff in the RGF team, provide guidance and support to assist the RGA’S manage their portfolio of grants, provide technical interpretation and guidance on Research grant funder terms and conditions to internal and external colleagues and you will also have the freedom to create contacts and network with other administrative and academic colleagues across the Heriot Watt Campus.
Externally to The University you will be able to interact with important and significant external funding bodies, clarifying terms and conditions and forming excellent working relationships. In addition, you will also be involved in supporting the auditing process, whether it is an external or internal audit.
Overall, this post is an excellent opportunity for a candidate that excels and enjoys challenges and who also has the appetite to strengthen and improve upon the skills already in their possession, all within the very exciting and niche area of research grant management funding. You will be an important and valued member of the RGF team which plays a big role in assisting world leading academics deliver their globally impactful research.
Key Duties and Responsibilities
- Manage and control the timely and accurate submission all aspects of post -award management of externally funded research grants, including submission of Start confirmations, grant maintenance forms, compilation of claims, quarterly, annual and Final Expenditure Statements and verification of Annual returns, completed by the Research Grants Finance Administrators.
- To develop and implement improvements to the working practices, services provided and administrative systems relevant to the Research Grants Office.
- To develop, document and undertake training of RGO staff on procedures, systems and changes to external reporting/audit requirements. Additionally, the training of school administrative staff and Principal Investigators as required.
- Provision and interpretation of financial reports for Principal Investigators, Administrators, Financial Controllers and external bodies where necessary.
- Maintain clear and accurate records for audit purposes, both internally complying with University regulations and externally complying with sponsors requirements and additional provision of detail, particularly UK Government and European Commission.
- Provide advice on grant conditions and project accounting to Principal Investigators, Administrators and Financial Controllers. Also ensuring that compliance and any specific terms are adhered to on each project.
- Provision and maintain regular meetings with individual schools and Research groups, ensuring consistency of service, advice and support from the RGO office.
- Ensure VAT treatment on each project is correct to maintain correct VAT recovery.
- Provision of Month End accounting routines, monthly KPIs, maintenance of Oracle Projects Data, additional credit control on outstanding invoices, statistical information as required.
- Preparation and provision of Year End accounting routines, meeting required timelines for completion and assist in the preparatory work for the submission of the University’s year accounts and audit.
- Provision, support and co-ordination in the specific areas of Doctoral Training grants, KTP schemes, REF, large complex projects, including partner institutions and additional reporting/audit requirements.
- Liaise with external partners, such as collaborating Institutions, funding bodies and auditors when required.
Education, Qualifications and Skills
Essential Criteria
- A part qualified or minimum Accounting Technician (or equivalent) qualification
- Experience of large accounting/ledger software system
- Experience of systems development and/or change management
- Experience of supervising and training staff
- Experience of working to strict deadlines under pressure
- Experience of taking a proactive approach to administrative/financial support
- Experience of working with large complex projects
- A team player, with excellent oral and written communication skills
- Leadership skills, with a proven ability to engage and motivate staff
- Excellent organisational skills, with the ability to work with speed and accuracy
Desirable Criteria
- Experience in Research Financial Administration
- Experience of working with Oracle Financials Software
- Experience of reviewing and developing training and procedural requirements
- Experience of working within an FE/HE Institution
This job description is intended as a flexible framework which outlines the key general areas of activity in your position. Other activities may be required which are not outlined above but which are appropriate to the position and grade. Your personal objectives (Forward Job Plan) will also set out specific tasks and objectives for you to achieve, including objectives to help your career development.
Flexible Working
We welcome and will consider flexible working patterns e.g. part-time working and job share options.
Application Deadline
Applications can be submitted up to midday (UK time) on Thursday 23rd July 2026.
We expect interviews to commence w/c 17/08/2026.
Equality and Diversity
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/.
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