Research Grants and Contracts Manager

The University

At Durham University we are proud of our people.  A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other. We believe that inspiring our people to do outstanding things at Durham enables Durham people to do outstanding things professionally and personally.  

Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally.  We would be thrilled if you would consider joining our thriving University. Further information about the University can be found here  
 

The Role and Department

The Research Operations Team is part of Research and Innovation Services (RIS) and provides comprehensive support to academic and PSS colleagues across the lifecycle of a research project. The team comprises pre- and post-award services, consultancy support, and systems implementation and development. Support includes tailored financial and contractual advice and management to all researchers at Durham, from planning, costing, and pricing the initial proposal to ensuring that contracts and agreements are negotiated effectively and efficiently to ensuring robust financial management and compliance of awarded projects. Research Operations works alongside the various teams which make up the Research & Innovation Services and in partnership with Professional Support colleagues across the University to help facilitate research-related planning, reporting and development and to meet the needs of both the individual researcher and the wider institution. 

As a Research Grants and Contracts Manager (RGCM) you will play a key role in supporting and developing externally funded research grant activity by providing high quality support and advice to academic staff in the preparation, submission and contractual negotiation of research grants and awards. You will join an enthusiastic and supportive team of RGCMs based in the central office but will also be expected to spend time in the academic departments you support to provide a key link role between the academic community and RIS.  

The RGCM will be first point of contact for an academic wishing to apply for external research funding and will provide support and expert advice in a number of key activities including: identifying and disseminating funding opportunities, delivering training and information events, lay reviewing applications, project managing the submission process of the bid including responsibility for budget development and seeking internal approvals. Once awarded, and working closely with post-award colleagues, you will provide support to ensure timely acceptance of the award including contract negotiation and ensuring all ethical and due diligence checks are complete. It is essential that the RGCM is highly organised, pays close attention to detail, and has a pro-active approach to problem-solving. The capability to prioritise and manage a busy and varied workload is crucial. The ability to work across a number of concurrent projects at different stages of development is essential. A confident communicator, you will form close working relationships with the other members of the Operations Team, Research Development Team, Faculty Officials, Heads of Department, Directors of Research, Department Managers and other members of Professional Support Staff. 

Dependent on experience, the successful applicant may need to work on campus for the majority of the time for the first three months.

Further information about the role and the responsibilities is at the bottom of this job description.

Working at Durham 

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits: 

• 30 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 42 days per year.  
• We offer a generous pension scheme, As a new member of staff you will be automatically enrolled  into the University Superannuation Scheme (USS).
• No matter how you travel to work, we have you covered.  We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.
• There is a genuine commitment to developing our colleagues professionally and personally.  There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University.  All staff have dedicated annual time to concentrate on their personal development opportunities. 
• Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
• On site nursery is available and access to holiday camps for children aged 5-16 throughout the year.
• Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
• The opportunity to take part in staff volunteering activities to make a difference in the local community.
• Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions. 
• A salary sacrifice scheme is also available to help you take advantage of tax savings on benefits. 
• If you are moving to Durham, we can help with removal costs and we have a dedicated team who can help you with the practicalities such as house hunting and schools.  If you need a visa, we cover most visa costs and offer an interest free loan scheme to pay for dependant visas.

Durham University is committed to equality,  diversity and inclusion 

Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work.  As a University equality, diversity, and inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do.  We also live by our values and our Staff Code of Conduct.  At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.  If you have taken time out of your career, and you feel it relevant, let us know about it in your application.  If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role.

What you need to demonstrate when you apply/Person Specification  
  
When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role.  Further information about the role and responsibilities is at the end of this job description.  Where a criteria has an asterisk* next to it, it may be given additional weighting when your application is considered.    
  
Your application should cover the following criteria:  

Essential Criteria

Qualifications/Experience

1.    Relevant experience of supporting grant applications preferably within an HEI environment.

2.    Educated to degree level (or equivalent experience).

3.    Professional practitioner with knowledge and expertise in the delivery and development of services, events, and activities within the organisation.

4.    Experience of implementing policies and procedures and supporting change and service improvements.

5.    Experience of providing specialist advice and guidance to a range of customers and colleagues, including more senior colleagues.

6.    Experience of participating in internal or external networks to share and discuss good practice, develop strong and productive working relationships and positively influence the University’s reputation.

Skills/Abilities/Knowledge

7.    Excellent spoken and written communication skills including the ability to develop effective working relationships, both internally and externally.

8.    Strong digital competence across a range digital devices and apps including digital communication tools, Microsoft 365 applications, business systems.

9.    Committed to continuing professional development to maintain professional recognition.

10.  Knowledge and experience of ensuring compliance with regulatory and organisational policy and guidelines.

11.  Ability to solve problems and decide on and plan appropriate solutions.  

12.  Ability to prioritise work effectively to meet demanding and other conflicting deadlines.
     
Desirable Criteria

13.  An understanding of costing and pricing methodologies.

14.  Experience of negotiating research contracts.

How to Apply   

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above. It will be at the discretion of the recruiting panel as to whether they will also consider any desirable criteria, but we would urge candidates to provide evidence for all criteria.  Please don’t forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.   
  
Submitting your application 

We prefer to receive applications online.   We will update you about your application at various points throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to make sure you have not missed any of our updates.
  
What you need to submit   

•    A CV: and   
•    A supporting statement or covering letter which outlines how you meet all of the criteria within the Person Specification.    

Contact details   
  
For a chat about the role or any further information please contact Rebecca Buckingham ([email protected] ).

Typical Role Requirements   
Service Delivery/Development

• Show a commitment to equality, diversity and inclusion and the University’s values.
• Review and look for ways to improve systems and procedures that are relevant to your area of work in line with the University’s frameworks and regulations.
• Provide specialist advice and guidance relating to your professional area of expertise, in line with the University’s policies, regulations and values.
• Manage the delivery of stakeholder service areas and/or processes ensuring a timely service across the University to a high standard.
• Provide the best possible service by continually reviewing what is required from staff, students and others who you work with and contribute to ideas and service improvements.
• Provide specialist knowledge and support when interpreting and analysing complex data and information sources.
• Identify any learning needs that should be met by the service and design activities and arrange any training.
• Provide expert advice and guidance to academics for a portfolio of Departments to support the development of research funding bids.
• Manage the bid submission process, ensuring all internal and external regulations and procedures are adhered to.
• In consultation and collaboration with the contracting team within Research Operations undertake due diligence and risk management activities and propose actions to mitigate risk to ensure contracts and agreements are in compliance with university policy and governance regulations (for example, ethical approval).

Planning and Organisation

• Contribute to development of operational service activities to ensure excellence in the stakeholder experience. 
• Contribute to progressing the strategic and operational priorities of your Research and Innovation Services.
• Seek feedback from staff, students and other key stakeholders so that[the service is being adapted to meet customer expectations and to plan future requirements.
• Collect and analyse stakeholder feedback to help define needs and requirements and the design and planning of services.
• Analyse service data and provide reports to Service Heads making recommendations for improvement as appropriate.
• Meet the development needs of your stakeholders, providing training when required.
• Responsible for managing small budgets for consumables and some capital items, keeping records and processing invoices.
• Implement changes to the design and development of service processes, techniques and deliverables for one or more service strands or project streams.
• Develop, plan and deliver funder/scheme specific information events and grant delivery workshops for stakeholders.

Communication/Liaison

• Contribute to operational leadership teams and decision making to shape the nature and level of support services.
• Internal and external relationship development and partnership working, networking and participation to engage and influence future services and the University reputation.
• Provide proactive and comprehensive input and support to Head of Services, School and/or Department to achieve strategic and operational priorities.
• Provide advice and share guidance with your stakeholders to ensure that the University’s policies, procedures and regulations are complied with.
• Use your operational expertise to lead and participate in business meetings, working groups and sub-committees at departmental and operational service levels.
• Coordinate and organise committees and other business meetings and deal with any related complaints.
• Devolve responsibilities to team members to ensure continuity of service provision and encourage skills development.
• Update policies and procedures in response to any internal or external changes.
• Use your expertise to provide training or guidance to other stakeholders.
• Create positive working relationships, including internal and external networks, using your networks to increase your knowledge and skills and swap information with peers.
• Travel with occasional overnight stays may be needed.
• A flexible approach to working to provide a consistent service during peak periods and at times of absence within the team.

Knowledge and Experience

• Recognised professional practitioner and service specialist.
• Provide specialist advice and support with complexity of data and information sources, interpretation and analysis.
• Identify and design activities to meet learning objectives and outcomes.
• Maintain an awareness of current policy for University business goals such as widening participation and access, and provision of advice using specialist knowledge.
• Awareness of the external environment and sector and use best practice to support high quality services.
• Any other reasonable duties.

  
  
Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices - Durham University which provides information on the collation, storing and use of data.   

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.