Grade 6: £29,605 - £34,980 per annum. (pro rata, part time 50%) 

Contract: Part-time (17.5 hours per week), Fixed Term until end December 2025. 

Role Details 

The EDI Caucus is funded by UKRI and the British Academy to create a step change in measuring and advancing equalities across the research and innovation system. The successful candidate will be joining a team of academics and EDI practitioners who are committed to creating equitable ways of working. The successful candidate will support the caucus team and flexible fund award holders with their financial management and reporting, working closely with the project manager and caucus administrator/communications lead.  

Key Responsibilities 

• Liaise with project finance contacts and Investigators, organisational contacts etc both within and external to Heriot-Watt to ensure quarterly finance reporting to UKRI on research projects and the flexible fund. Work with partners to ensure they are reporting and forecasting their budgets effectively. 

• Work with Heriot-Watt finance, EDICa Project Manager and Director to provide monthly finance reports for Caucus level costs, for UKRI reporting and management of the grant. This may also include a number of forecasting exercises to ensure both quarterly and financial year spending is on track. 

• To develop and implement improvements to the working practices, services provided and administrative systems relevant to the Project. 

• To develop, document and undertake training of 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. 

• Liaise with external partners, such as collaborating Institutions, funding bodies and auditors when required 

Education, Qualifications and Skills 

These are the criteria on which the short-listing and recruitment selection will be made. 

Essential Criteria 

• A part qualified or minimum Accounting Technician (or equivalent) qualification – or substantial experience working in a project management role. 

• Proven ability to manage own workload, organising and prioritising tasks to meet deadlines. 

• Proven ability to monitor a budget and prepare accurate costings, projections and reports. 

• Proven ability to understand and communicate/explain information (e.g., organisational policies and processes and funder terms and conditions) to others and to respond to a range of queries. 

• Proven ability to use initiative and judgement to solve problems and to suggest ways of working more efficiently or effectively. 

• A collaborative and flexible approach with evidence of ability to work independently and as part of a team. 

• Experience of systems development and/or change management 

• Experience of working to strict deadlines 

• 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 work with senior stakeholders 

• 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 managing consortium projects 

• 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. 

About Heriot-Watt

Heriot-Watt University has established a reputation for world-class teaching and leading-edge, relevant research, which has made it one of the top UK universities for innovation, business and industry.  

Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders and Orkney), one in Dubai and one in Malaysia. The University offers a highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business and languages. Heriot-Watt is also Scotland's most international university, boasting the largest international student cohort.  

How to Apply 

Applications can be submitted up to midnight (UK time) on Sunday the 5th of May 2024. 

We are a campus-based organisation but also support connected hybrid working. 

At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.

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/ .

We welcome and will consider flexible working patterns e.g. part-time working and job share options.

Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.