Grants Administrator

Requisition ID:  26119

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  13 Sep 2023


​Salary: £25,742 to £26,444 with progression to £27,979 per annum


 Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.


 Closing Date: 20 October 2023


The Role


Based in the Grants and Contracts Team within Research Strategy and Development (RSD), you will play a key role in supporting the Team to ensure a prompt and efficient service in the application and securing of external research funding. 


 The main focus of the role is to:

  • advise on the internal and external processes to be followed when submitting funding applications
  • ensure internal approvals are processed via NU-Projects
  • ensure research account setup is processed efficiently
  • support the administrative tasks associated with contracting


You will support both clinical and non-clinical research projects and will work closely with academic colleagues and research support teams across the faculties as well as others within the immediate team and wider research system.



Based in the Grants and Contracts Team, Research Strategy and Development, you will process various aspects of research funding applications, internal approvals via NUProjects and subsequent receipt of awards and amendments to research projects.  You will support the Grants and Contracts Team to ensure a prompt and efficient service in the securing of external research funding. 


Informal enquiries can be made to Donna Armstrong


Key Accountabilities

  • Support the submission of funding applications by the Schools/Institutes/Principal Investigators (PIs) by providing advice on the application processes, including electronic submission systems
  • Prior to a grant application being submitted, provide advice on grant submission procedures, including funding body electronic submission portals and requirements that need to be carried out by the PI, liaising with the funding organisations to resolve issues as and when they are considered necessary
  • Act as the administrator for research funding body portals, including their management and maintenance, liaising with the funders to resolve issues if required
  • Maintain applications and awards data in NU-Projects, liaising with PIs and other Professional Services colleagues to ensure information is accurate and consistent.
  • Keep up to date with application procedures, liaising with funding organisations as necessary, to ensure that a full understanding is maintained so as to inform internal operating processes and procedures and the need for more general dissemination of information, making proposals for improvement to the Grants & Contracts Team
  • Receive and validate awards and award variations, which includes prior to award acceptance, confirming with the PI that the project details of a grant/contract, and any amendments, are as anticipated and acceptable and that the Grants & Contracts Team has on file appropriate supporting documentation. Where discrepancy in award values arise, liaise with Faculty based costing teams to clarify budget and distribution of funds to collaborators and third parties, as necessary
  • Ensure that all funding awards are set up in accordance with office procedures, ensuring that projects commence in a timely manner
  • With guidance from appropriate team member, assess grants and contracts documentation, in so far as it is expressly identified, for the need for further agreements and inform the designated Assistant Grants & Contracts Manager as appropriate
  • Manage the distribution and return of grants and contract documentation for signature and execution and the communication of set-up information to Contract Financial Management (CFM) to permit the timely start of projects and the collection of associated financial data
  • Deal with queries from CFM, resolve any problems with research projects in a timely manner
  • Staff responsibilities include day-to-day supervision and training of more junior staff in the team and assisting with the induction and training of new Grants Assistant appointments to post
  • General duties such as responding to queries in relation to matters of fact concerning applications and awards, carrying out specific tasks as necessary in times of pressure and other appropriate tasks as may be required


The Person (Essential)


Knowledge, Skills and Experience

  • Relevant experience in a previous clerical or administrative role in a complex private or public environment
  • Good level of literacy and high level of numeracy skills
  • Ability to work flexibly and cooperatively as part of a Team providing effective support to others
  • Experience of working independently and dealing with unforeseen problems/ circumstances from diverse funders


Attributes and Behaviour

  • Self-confident with strong interpersonal skills and able to relate to and work effectively with individuals from a wide range of backgrounds, both within the University and externally
  • Be able to work quickly and accurately to tight deadlines, paying close attention to detail
  • Combine attention to detail and thoroughness whilst achieving deadlines
  • Excellent organisational skills and able to manage conflicting priorities



  • High level of literacy
  • High level of numeracy skills





Newcastle University is a global University where everyone is treated with dignity and respect.  As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.

 We are committed to being a fully inclusive university which actively recruits, supports and retains colleagues from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all of our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.
 At Newcastle University we hold a silver Athena Swan award in recognition of our good employment practices for the advancement of gender equality.  We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC.

 In addition, we are a member of the Euraxess initiative supporting researchers in Europe. 
Requisition ID: 26119