Research Proposals Administrator

The Department of Physics isdeveloping its research funding and fellowship support to provide a consistently high-quality, researcher-focused service that enables researchers to pursue external funding and fellowship opportunities effectively.

As Research Proposals Administrator, you will play an important part in that ambition, providing dedicated operational support across the Department’s substantial and varied portfolio of pre-award research funding and fellowship activity. You will be a key point of contact for researchers, fellowship applicants and academic sponsors, providing a professional, timely, responsive and supportive service throughout the application process.

You will provide researchers with clear, timely information about relevant funding opportunities and deadlines. You will take day-to-day ownership of defined application processes, keeping applications on track, following up outstanding actions and keeping applicants informed. You will provide clear first-line guidance on established processes and requirements, using judgement to resolve issues and involve specialist or senior colleagues where needed.

An important part of the role will be to support the delivery and continued development of the Department’s wider fellowship activity, including internal selection processes, applicant support, information sessions, peer review, mentoring, mock interviews, support funds and other fellowship-development initiatives.

Based within the Physics Knowledge Hub, a recently established team bringing together coordinated support across a number of Departmental activities, you will work in an environment where ideas and practical suggestions are welcomed. The Department is committed to supporting you to succeed and develop in the role through relevant training, continuing professional development and engagement with professional networks.

What you would be doing

• Act as a key operational point of contact for researchers seeking support with pre-award research funding and fellowship applications.
• Review funding call requirements and provide clear first-line guidance on established funder and Imperial processes, deadlines and application requirements.
• Maintain a proactive overview of planned and active applications, monitoring deadlines, approvals and outstanding actions, following up as required and keeping applicants informed of progress or delays.
• Support researchers with Imperial research management and funder submission systems, including Worktribe.
• Work with applicants on the preparation and checking of application budgets and costings.
• Liaise with Faculty and other professional services teams to progress applications and resolve administrative queries.
• Coordinate Departmental fellowship Expressions of Interest and internal selection processes, including applications, review arrangements, communications, follow-up and the coordination of applicant feedback.
• Act as the main operational point of contact for Departmentally endorsed fellowship applicants through to submission, providing clear guidance to applicants and academic sponsors on actions, responsibilities and deadlines.
• Support the delivery of the Department’s fellowship support programme, including information sessions, peer review, mentoring, mock interviews, support funds, travel or visitor support and other agreed initiatives.
• Maintain accurate and accessible information on research funding and fellowship opportunities and contribute to the Department’s regular funding communications.
• Work closely with the Physics Business Development Manager to ensure opportunities progressing to formal application move smoothly into established pre-award processes.
• Maintain accurate and up-to-date records of applications, submissions, outcomes.
• Work collaboratively across the Knowledge Hub and with colleagues across Imperial, sharing knowledge and ideas and contributing to a professional, supportive and continuously improving service.

What we are looking for

Central to the role is demonstrable experience of delivering a professional, timely, responsive and supportive administrative service to customers or service users. You will also have experience of coordinating formal, deadline-driven processes involving detailed information, documentation and multiple stakeholders. You will be able to organise and prioritise a varied workload involving competing and time-critical deadlines, and interpret detailed guidance and requirements.

You will be able to respond to routine and non-routine enquiries, explain processes and requirements clearly and helpfully, and use judgement to resolve issues or recognise when specialist or senior advice is required. You will have excellent attention to detail, strong interpersonal and communication skills and the ability to build constructive working relationships.

Good numerical skills are essential, including confidence working with budgets, calculations and financial information. You will also be confident working with detailed guidance, records, spreadsheets and digital systems, and able and willing to learn new systems, processes and areas of knowledge quickly.

Previous experience in research funding, research administration or higher education, or of supporting grant or fellowship applications or using research management systems, would be advantageous. Candidates must be able to demonstrate the essential administrative, customer-service, organisational and process-coordination experience set out above. Training will be provided in Imperial’s research funding systems and procedures.

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 43 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.
• 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

The role is available on a full-time basis. We are also open to applications from candidates seeking part-time working arrangements of at least 80% full-time equivalent.

The Knowledge Hub team currently works on campus at South Kensington for a minimum of three days per week.

Appointment would normally be made at or near the lower end of the advertised salary range, depending on relevant experience.

Interviews are expected to be held on Tuesday 24 November in person at South Kensington campus.

The Department of Physics is proud to hold an Athena SWAN Silver Award, recognising our commitment to fostering a supportive, inclusive and thriving community. We value the strength that comes from diverse perspectives, and we warmly welcome applications from talented people of all backgrounds to join our vibrant community supported by initiatives that promote collaboration, inclusivity and professional development.

Attached documents are available under links. Clicking a document link will initialize its download.

Please note that job descriptions are not exhaustive, and you may be asked to take on additional duties that align with the key responsibilities mentioned above.

We reserve the right to close the advert before the stated closing date, should we receive a high volume of applications. It is therefore advisable that you submit your application as early as possible to avoid disappointment.

If you encounter any technical issues while applying online, please don't hesitate to email us at support.jobs@imperial.ac.uk. We're here to help.

About Imperial

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Join us and be part of something bigger. From global health to climate change, AI to business leadership, here at Imperial we navigate some of the world’s toughest challenges. Whatever your role, your contribution will have a lasting impact.

As a member of our vibrant community of 22,000 students and 8,000 staff, you’ll collaborate with passionate minds across nine London campuses and a global network.

This is your chance to help shape the future. We hope you’ll join us at Imperial College London.

Our Culture

We work towards equality of opportunity, to eliminating discrimination, and to creating an inclusive working environment for all. We encourage applications from all backgrounds, communities and industries, and are committed to employing a team that has diverse skills, experiences and abilities. You can read more about our commitment on our web pages .

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Our values are at the root of everything we do, and everyone in our community is expected to demonstrate respect, collaboration, excellence, integrity, and innovation.

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