Research Finance Assistant (105974-0123) . Job Reference: 1889796

University of Warwick
January 29, 2023
Offerd Salary:£23,715 - £27,131
Working address:N/A
Contract Type:Other
Working Time:Negotigation
Working type:N/A
Ref info:N/A

Vacancy Type/Job category





£23,715 - £27,131 per annum


University of Warwick, Coventry

Vacancy Overview

Permanent position, 1.0 FTE. 0.80 FTE will be considered.

Candidates should be working towards AAT with the intention to becoming fully AAT qualified or studying CIMA/ACCA.

The University of Warwick is one of the UK's great success stories. Founded over fifty years ago we've become one of the country's best universities, consistently in the top 10 of UK league tables, with an ambition to be one of the world's exceptional universities by 2030. With a reputation for entrepreneurial spirit and a group turnover in excess of £680m, the University offers exciting career opportunities for ambitious Finance team members. Warwick is a member of the Russell Group of research intensive Universities, and our teaching is research-led. Research income has grown by more than 50% over the last 5 years to over £130m.

The University Finance Office works with all Departments in the University to ensure that the University maintains its reputation for financial integrity and reliability. We support business planning and innovation to maximise the financial resources available to the University and create the long-term sustainable financial platform required for future growth. See Further Particulars for more information.

Finance Office staff across the University are networked as a professional community of expertise. You will be supported to continue your professional journey through access to Continuing Professional Development training opportunities, sector networks and regular Finance Office briefings. As a member of staff at Warwick you can enjoy a wide range of competitive benefits. We respect and reward achievement and recognise the importance of a flexible total reward package. Take a look at the benefits that are on offer, including an attractive pension scheme, a generous annual leave entitlement including Christmas closure, family friendly policies, and discounted Warwick Sport membership.

There is potential for this role to be offered as a CIMA training opportunity with study support for a University graduate.

For further information about this role, please contact Andy Kenyon: [email protected]

Interview Date: TBC.

Job Description


The post is in the Research Finance – Post Award team. Proactively supporting a portfolio of externally funded research and research related projects from acceptance to closure, ensuring compliance with university regulations and funder requirements. Submitting claims and invoices to funders by the key deadline date and supporting funder audits. Post holders will be expected to work independently and without supervision for much of the time.

To demonstrate an excellent customer service ethos, building good working relationships with stakeholders (particularly those in academic departments) through close communication and information sharing, and collaborative working.


Preparing claims and invoices

• To provide post award financial administration assistance for a portfolio including small to medium sized research projects and research related projects. Providing excellent support and advice to Departments and Principal Investigators in close liaison with Research & Impact service (R&IS). Advising on eligibility of spend and budget virements and funder rules.

• Responsible for the actual cost recovery invoices for a portfolio of Departments.

• Manage the internal awarded research related awards, completing income transfer journals and reporting on actual spend versus budget. Ensuring budgets are utilised whilst avoiding any overspends.

• Maintain complete, accurate and auditable working papers supporting claims and invoices.

• Post journals to clear reconciling items, or to correct mis-postings/remove ineligible spend in a timely manner. Complete salary re-charges in Success Factors and journals.

• Producing financial reports from SAP; manipulating the data in excel to produce a reconciliation; reviewing all transactions and reconciling spend on research grants (via line-item reports). Ensuring claims and invoices are complete, accurate and that costs are in accordance with funders' terms and conditions, and in line with budget. Liaising with Departmental contacts and funders as appropriate. Ensuring deadlines are met.

• Input claims on various external funder systems as required.

• Where required, ensure that accurate and complete signed timesheets are submitted on a regular basis and signed copies are kept on file or stored on Vidatum timesheet system.

• Retain up-to date knowledge on the varying funder rules and financial procedures to ensure compliance.

• Liaise with accounts receivable and funders regarding debt chasing and escalate issues where necessary

• Provide absence cover for work and undertake other ad hoc duties commensurate with grade, as required.

Project set ups

• Setting up of new research project codes by reviewing and interpreting contracts or grant offer letters to identify, key project data, FEC, awarded budgets and reporting requirements, and then ongoing maintenance of this data. Liaising with R&IS contacts in pre-award regarding project set ups queries.

• Submission of starting certificates if required.

Closing projects

• Monitor research projects which have ended and ensure that appropriate actions are taken for a prompt and orderly close.

• Maintain an action plan for projects which have passed end date but not yet closed off.

• On project completion, ensure all required documents and audit trail is archived and held on file for the contracted period.


• Assist with audits and prepare documentation for these.

• Respond in a timely manner to basic audit queries from external or internal auditors.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1

GCSE's including English and Maths grades A-C or equivalent. (a)

Essential Criteria 2

Working towards AAT with the intention to becoming fully AAT qualified or studying CIMA/ACCA. (a)

Essential Criteria 3

Previous experience in an Accounting / Finance role. (a, c)

Essential Criteria 4

Highly proficient in use of IT systems, especially Microsoft Excel (intermediate level) and Outlook. (a, c)

Essential Criteria 5

Excellent verbal/written communication in English and interpersonal skills. (a, c)

Essential Criteria 6

Excellent organisational and time management skills. Capacity to manage and prioritise a high workload and achieve strict deadlines whilst maintaining a high standard of customer service. (a, c)

Essential Criteria 7

Demonstrable experience of working to a high standard of accuracy and meticulous attention to detail. (a, c)

Essential Criteria 8

Adaptable and flexible with the ability to learn new areas of knowledge and skills rapidly (for example, to understand and interpret contractual terms and conditions). (a, c)

Essential Criteria 9

Evidence of being able to make independent decisions whilst working as part of a team. (a, c)

Essential Criteria 10

Excellent numerical skills with the ability to manipulate data, complete calculations and present financial data using spreadsheets and maintain clear comprehensive audit trail. (a, c)

Desirable Criteria 1

Part CCAB qualified or a willingness to progress to a full CCAB Professional accounting qualification. (a, c)

Desirable Criteria 2

Experience in higher education/research support role or similar environment. (a, c)

Desirable Criteria 3

Experience of dealing with detailed contractual requirements. (a, c)

Desirable Criteria 4

Experience of budgetary management and working with an ERP system such as SAP. (a, c)

Further Particulars

For further information about the University of Warwick, please read our University Further Particulars.

For further information about the department, please visit the departmental website.

Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.

We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.

The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (

The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.

Right to work in the UK If you do not yet have the right to work in the UK and/or are seeking sponsorship for a Skilled Worker visa in the UK points-based immigration system please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship for a Skilled Worker Visa.

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants' suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University's Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Closing Date

29 Jan 2023

From this employer

Recent blogs

Recent news