Research Proposal Officer

About the role:

The Research Proposal Officer is a crucial role within the JRO pre-award team. You will primarily manage a portfolio of research awards from acceptance, conducting the necessary due diligence checks, seeking budget approvals, interface to Oracle Grants through to a timely award set-up and handover to our post-award team.

You will also be responsible for supporting and managing pre-award activities, directly liaising with departmental pre-award specialists and Principal Investigators in the preparation and submission of proposals. Key responsibilities include advising and supporting the costing and pricing of lower value/less complex proposals using the College’s grant pre-award management system, ensuring compliance with funder terms and conditions and initiating due diligence checks on partners. You will also gain a good understanding of the TRAC methodology of costing and pricing standard research funding applications, as well as funder call conditions.

This role is key to the success and effective throughput of the grant-funded research, working closely with the Joint Research Office Post-Award team, particularly by ensuring an accurate and timely handover and set up of awarded proposals.

What you would be doing:

• Setting up research awards on an Oracle based system, in conjunction with the interface of the college’s costing, pricing and approval system.
• Providing accurate and sound advice in the handover and knowledge transfer of award set up to the post-award team.
• Providing timely data on awarded grants to the Research Proposal Manager to assist with workload management.
• Advising and supporting all aspects of the grant submission process in liaison with Principal Investigators (PIs) and their Departmental research support teams within your remit.
• Helping support the research proposal tracking system for monitoring the applications workflow.
• Providing expert advice on all aspects of pre-award management including cost recovery, costing and pricing methodologies including TRAC FEC and the full awards and contracts lifecycle.
• Supporting the PI and Department Research Support Staff in identifying resources and ethical approvals related to the science case, providing administrative information where required, referenced against the requirements outlined in the original call document.
• Advising on due diligence requirements for new funders and partners, ensuring plans to mitigate risk are outlined in the case for support and shared with Contracts teams as necessary.
• Advising PIs on any appropriate and robust ethical checks required for their research.
• Reviewing Pre-award monthly exception reports on a regular basis and take the appropriate remedial action to ensure the accuracy of data is maintained.
• Supporting your line manager with pre-award applications during peak periods.
• Delivering a strong communication network across your local teams to create a “one team” ethic to help and support each other at pre-award.
• Continually improve the need for standardisation and consistency across the teams.

Other Duties

• Provide on-the-job training to new members of the Pre-Award team.
• Communicate well across the team and be proactive in response to new funder developments, requirements, and systems.
• Build strong relationships with both Departmental and Trust based staff along with other Central functions
• Ensure accurate, auditable records of research awards are maintained and available to the JRO Post Award Team and Faculty managers.
• Review terms and conditions of research funders at award stage, liaising with JRO Pre-Award and Contracts Managers with regard to acceptance.
• Ensure appropriate levels of confidentiality and discretion are employed within the Pre-Award Team, and work within the requirements of the General Data Protection Regulation.
• Ensure data are accurate, up-to-date and complete.
• Maintain an advanced knowledge of funder terms and conditions and provide expert advice to the team.
• Observe and comply with all College policies and regulations, including those on Confidentiality, Conflict of Interest, Business Continuity, Data Protection, Equal Opportunities, Ethics, External Interests, Financial Regulations, Health and Safety, Imperial Expectations, Information Technology, and Smoking.
• Undertake specific safety responsibilities relevant to individual roles, as set out on the College Health and Safety Structure and Responsibilities web page: http://www.imperial.ac.uk/safety/safety-by-topic/safety-management/health-and-safety-management-system/structure-and-responsibilities

What we are looking for:

• Educated to degree level or equivalent qualification/experience
• Proven experience of working independently and as part of a team
• Ability to follow clear and defined procedures
• Substantial experience of university research and finance administration including UK and Foreign currency awards
• A thorough knowledge of all aspects of research grants and contracts in Higher Education
• A good knowledge of the lifecycle of awards and contracts
• A detailed knowledge of the UK funding landscape
• Use of pre-award costing systems and experience of pre-award management
• IT skills, especially in finance related software and Excel
• Demonstrable financial management skills and knowledge of related finance processes
• Strong interpersonal and influencing skills, and a proven ability to communicate with people at all levels throughout the organisation and externally
• Proven ability to identify and advise on the risks arising from grants and contracts
• Meticulous approach with close attention to detail
• Ability to think creatively to find viable solutions
• Ability to work well under pressure, often to tight deadlines, and to respond effectively when faced with changing priorities
• Excellent numeracy skills
• Excellent written and verbal communication skills

What we can offer you:

• The opportunity to continue your career at a world-leading institution and be part of our mission to use science for humanity.
• Benefit from a sector-leading salary and remuneration package (including 39 days’ annual leave and generous pension schemes).
• Access to a range of workplace benefits including a flexible working policy from day one, generous family leave packages, on-site leisure facilities and cycle-to-work scheme.
• Interest-free season ticket loan schemes for travel.
• Be part of a diverse, inclusive and collaborative work culture with various staff networks and resources to support your personal and professional wellbeing.

Further Information

We are working to an expected start date of the 1st August 2025.

This is a full-time post (35 hours per week) for a fixed-term contract of 12 months (maternity cover).

If you require any further details about the role, please contact:

Jennifer Landmann – j.landmann@imperial.ac.uk