Project Administrator - £1662ph plus Hol Pay - Central London

Gray & Associates Recruitment Services
London (Central)
09 Feb 2018
16 Feb 2018
Contract Type
Full Time

Project Administrator - £16.62ph plus Hol Pay - Central London

Start 29 January for 2 months initially

Are you an experienced Project Administrator with strong financial skills, experience with research grants or similar and a confident self-starter? If so get in touch.


To provide financial and administrative support to the Managers and Principle Investigators across a portfolio of contracts with UN, government, charity and industry bodies. The role holder is responsible to the Programme Manager.


Grant Administration

  • Providing logistical and administrative support to staff members based in London and overseas including making travel arrangements and processing expenses
  • Arranging project meetings, workshops and conference calls, including room booking, catering and logistics.
  • Obtaining quotes from suppliers, processing orders and coordinating payment for and shipment of supplies,
  • Taking on the Project Administrator responsibility for a number of grants from proposal costing to project close out.
  • Setting up and maintenance of electronic grant folders and contract folders,
  • Maintenance of the grant tracker database.
  • Liaising with the Research Operations Office regarding pre and post grants.
  • Preparation of contract request forms and liaison with project teams and Research Operations Office to support timely completion.

Financial Management

  • Checking and processing expense claims, including currency conversions and following up on queries and discrepancies.
  • Maintaining and monitoring an expense monitoring sheet.
  • Preparing and submitting budgets for new projects and well-presented spreadsheets ensuring all relevant documentation submitted
  • Drafting and re-profiling of budgets for various projects.
  • Monitoring income and expenditure against budgets and forecasting future expenditures.
  • Providing information for quarterly and yearly financial reports for submission to funding organisations
  • Collating and submitting evidence of expenditure as requested by the funder.
  • Monitoring and maintaining projects and collaborator accounts, checking that spending is within budget and correctly reflects the work undertaken in line with Funders terms and conditions.
  • Arranging the transfer of payments to Partners and monitoring payments
  • To provide accurate information for funder invoices.
  • Advising principal investigators on their budgets and expenditure, providing reports and analyses
  • Preparing and submitting inter-departmental transfer journals.
  • Ensure compliance with the financial regulations.

Liaison and communications

  • Developing and maintaining good working relationships with Research Operations Officer and Central Services, liaising on financial, contractual and administrative issues.
  • Developing and maintaining good working relationships with collaborating institutions.
  • Acting as a point of contact on administrative matters for collaborators, funding organisation, visitors, staff and students


  • Maintaining stationery supplies
  • Monitoring and sorting the post and supporting couriers and deliveries.
  • Assist academic staff with requests related to publications.
  • Support the Programme Manager with the administration of new recruitments.
  • Attending Departmental and Unit meetings as required.


  • Experience of promoting excellence in areas of administration and the provision of support services, including the setting of service standards and monitoring of performance
  • Experience of working in an academic environment and working closely with academic staff.
  • Proven ability to set up, develop and maintain accurate and up to date computer and other record keeping systems.
  • Proven administrative experience of organizing a busy workload and assessing priorities
  • Proven ability of budget management, including monitoring account, budget management and producing financial projections and reports.
  • Ability to use initiative and prioritise tasks under pressure, including an ability to know when to confer with colleagues and/or refer matters on.
  • Experience in organising and servicing meetings, including minute taking, constructing agendas and producing papers.
  • Fast and accurate word-processing skills
  • Proven experience of working in a team and a demonstrate interpersonal skills including the ability to establish and maintain effective working relationships in a multicultural and multidisciplinary environment together with the ability to communicate and negotiate at all levels.
  • Excellent written and oral skills.
  • Ability to present financial and other information in a clear and logical format.
  • Ability to demonstrate capability of handling a large number of projects.
  • Proven experience of financial background, within an academic background.
  • Intermediate Word and Excel experience
  • Proven ability to work as a team player
  • Excellent written and oral English
  • Experience of platforms such as SharePoint, One Drive, Drop Box etc.
  • Experience of research governance and regulatory concepts.
  • Understanding of the Higher Education sector
  • Financially literate with sound knowledge of budgeting methodologies and resource management concepts
  • Good knowledge of Agresso or equivalent
  • Proactive and able to take initiative and manage own workload.
  • Display a professional attitude towards colleagues, students and others

Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

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