Grants Administrator

Salary: £27,319.00 - £29,588.00  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: 19 March 2026

 

The Role

 

Based within the Grants and Contracts Team in Research & Innovation, this role is responsible for supporting the processing of research funding applications, internal approvals through NUProjects, and the receipt of awards and subsequent project amendments. You will play a key role in supporting the team to deliver a prompt, efficient, and high-quality service in securing external research funding.

 

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.

 

The post holder will provide guidance and support to Academics, Research Support Teams, and Central Services, and will contribute significantly to the processing of research funding awards, and the timely set-up of research accounts.

 

Key responsibilities will include, but are not limited to:

• Advising on the processes to be followed when submitting research funding applications and accepting funding awards
• Providing guidance on funder terms and conditions
• Ensuring internal approvals are completed via NUProjects
• Facilitating the efficient set-up of research accounts
• Assisting with administrative tasks related to research contracting

 

For Informal enquiries about the role please contact Carol Huntley carol.huntley@ncl.ac.uk .

 

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 ass