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Requisition ID:  20225

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  23-Sep-2022

We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


What’s in it for you? 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.

Newcastle is an inclusive global University community 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.


Newcastle University is committed to being a fully inclusive Global 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 our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


Salary: £23,144 to £24,285 with progression to £26,396 per annum


Closing Date: 14 October 2022


The Role 


We are seeking a highly motivated and enthusiastic individual to join our multidisciplinary School. Based in the busy School of Geography, Politics and Sociology Professional Services office you will support our innovative and world-leading research agenda. 

As part of the school research and finance team, and working closely with academic and professional services colleagues across the School and University, you will play a key role in supporting applications and awards, and a variety of associated research administration activity, across three subject areas. You should have excellent organisational and interpersonal skills and be able to demonstrate excellent problem solving skills and attention to detail. A positive ‘can do’ attitude and a flexible and helpful approach is essential.

We are committed to building an inclusive working environment and would be happy to consider this role as either full time, or part-time from 80% FTE upwards for the right candidate, covering the full working week, Monday to Friday. Please express your preference in your cover letter on application.

If you would like to discuss the role please contact Tom Martin 

Key Accountabilities


Main Purpose

  • To act as School Research Officer, providing dedicated support for activities ranging across research, enterprise, learning and teaching, public engagement, and impact, in our School Subject areas and School Research Centres (CURDS and PEALS).

Project and Financial Administration

  • Provide costings for projects and advise colleagues on costing and pricing, using relevant University systems in line with funder and University rules
  • Support academic colleagues with the application process and account set-up. Includes liaising with; Grants and Contracts, Contract Financial Management, funder and project partners, and to compile and complete appropriate project documentation e.g. application forms
  • Provide post-award project financial management for accounts, including budget management, regular reporting and management of variations, advising PIs and liaising with Grants and Contracts and Contract Financial Management as necessary through to project closedown, working across university services to help resolve issues
  • Arrange travel and accommodation bookings, ensuring best value for money is achieved whilst adhering to University regulations
  • Undertake purchases on accounts to ensure that transactions are recorded accurately and efficiently in compliance with all relevant internal and external regulations (eg VAT, funder regulations)
  • Undertake sales activity to receive income. Preparation of accurate and timely invoices in accordance with VAT regulations
  • Receive, check, process and record fee and expense claims and advances, complying with internal accounting procedures and external regulations (eg VAT) and resolving queries where required
  • Hold a School purchasing card for purchases outside the P2P system, in line with University regulations. Receive and code up statements following use
  • Maintain accurate and up-to-date records in preparation for audit and in strict compliance with all applicable data protection legislation e.g. GDPR

General Administration

  • Create and manage efficient office systems to ensure effective record keeping across all aspects of project administration, advising colleagues on the correct procedures to follow, ensuring University and funder requirements are met
  • Service monthly management, team and other meetings, producing minutes, circulating documents, agreeing agenda items and following up action points
  • Planning, organisation and promotion of events, including financial management, advising event organisers where necessary and liaising with the Conference Office
  • Disseminate new and existing administrative procedures to both academic and professional services colleagues
  • Administer the recruitment of research appointments, under the direction of the School Research Administrator, Research Operations Co-ordinator and other academic and PS colleagues, assisting with subsequent contract management where required
  • Assist with the production of publicity material and website maintenance
  • Support the Head of School, Centre and Research Directors, Research Operations Co-ordinator and School Research Administrator in preparation for internal and external research evaluation exercises (for example REF, IQA / EQA and PRP), including maintenance of accurate records, statistics and information gathering
  • Provide bespoke support for School Research Centres as required and commensurate with the grade

Other General Duties 

  • Any other duties within the scope and general nature of the grade which may be required from time to time including deputising for other members of the School research and finance team during busy periods and absences
  • Briefing professional services colleagues in research administration so they are able to assist and provide cover as required by the School Research Operations Co-ordinator and Research Administrator

The Person


Knowledge, Skills and Experience

  • Understanding of regulations and processes, and their importance in large organisations
  • Experience of managing grants, budgets or financial awards
  • Excellent IT experience and confidence in the use of spreadsheets and/or financial software
  • Excellent communication skills and ability to work well within a team.
  • Excellent organisational skills with the ability to prioritise tasks and manage a variety of tasks 

Attributes and Behaviours    

  • Ability to independently organise own workload
  • Excellent standard of integrity, honesty and discretion
  • Proven attention to detail, working quickly and accurately to deadlines
  • Excellent interpersonal skills, working flexibly and co-operatively with others
  • Excellent problem-solving skills



  • Educated to GCSE standard with a minimum of grade C Maths and English


The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 20225