Organisation UKRI
Organisation Detail UK Research and Innovation - Corporate Hub
Reference Number IRC255702
Location Swindon See on Map
Salary £31305
Date Posted 16 November 2020
Grade RC-D
Contract Type Open Ended
Hours Full Time
Closing Date 06 December 2020
Interview Date

Brief Description

Salary: £31,305 per annum
Grade: UKRI D
Contract Type: Open Ended
Hours: Full Time
Closing Date: 6th December 2020
Interview Date: W/C 14th December 2020

As Process Support Specialist, you will work as part of a small team that delivers Grants Business and Process clarity and efficiencies through a number of discreet activities and projects.

As part of the Business and Process Support team, you will be seen as a subject matter expert (SME) and will be able to lead and discuss issues with colleagues across all of Corporate Funding Services and help to understand/identify issues through root cause analysis and help implement changes through process change, updating training material or through the facilitation of internal training.

This senior role has the autonomy to span across all functional areas in support of the teams and is seen as a specialist for Grants processing. The role requires you to be able to undertake analytical work and come up with recommendations for change, based upon that analysis, trends or training concerns.

Activities will depend upon the area that the successful candidate occupies as agreed with line management, and the role will be supplemented by a number of SMART objectives.

The activities covered include those that are required as part of Business and Process Support including activities providing support to small and medium sized non-technical projects within Corporate Funding Services, and to be an escalation point of contact for all finance and grant related process issues.

Depending upon the volumes and business requirements staff can be redeployed to ensure business continuity and performances are met.


Customer Service:

  • Take ownership of incoming problem enquiries/activities/calls
  • Resolve customer issues in line with policies, procedures, Operating Procedures or Business Rules
  • Provide clear and concise responses to questions, Enquiries or associated activities
  • Manage Customer expectations through clear and regular communications
  • Articulate in a clear and concise manner.


  • Build and maintain positive working relationships with colleagues
  • Provide support within the immediate team and to other areas where necessary
  • Communicate effectively in one to one and group sessions
  • Train in other disciplines to enhance flexible working but to be recognised as a process specialist
  • Acting as part of the broader management team – actively supporting core messages
  • Role model and actively spread best practice, providing support where needed
  • Take the lead in a number of small projects that benefit the supporting and transactional teams.


  • Maintain process and data accuracy, quality and productivity to meet performance targets
  • Ensure data security
  • Identify processes requiring improvements as part of the role and as part of continuous improvement
  • Report any operational issues by raising the appropriate awareness
  • Provide the required Management Information reporting to support improvement opportunities.

Technical Skills:

  • Microsoft Office (Including Word, Excel and Outlook)
  • Telephony
  • Analytical
  • Projects.

People Management:

  • Implement effective recruitment when appropriate
  • Set clear goals and objectives (SMART) for direct report(s) in line with business needs
  • Provide regular performance and behavioural feedback to direct report(s)
  • Role model the behaviours expected of others by effective self-management
  • Encourage effective team-working and support of others across Corporate Funding Services.

Key Responsibilities & Activities:

  • To influence and achieve process harmonisation across the client/end user population in the Grants environment
  • Create and maintain Operating Procedures, process maps, training documents
  • Communicate changes to key stakeholders as required
  • Provide support to key internal users in terms of timely communication, process amendments
  • Facilitate workshops/training as required as part of process improvements
  • Be an escalation point within the Business and Process Support Team for all internal process queries relating to the Grants environment
  • Manage opportunities for continuous improvement within Corporate Funding Services
  • Lead on small projects and/own specific areas of expertise in processing
  • Ensure quality control measures are met within agreed targets
  • Provide support to small and medium sized non-technical projects within the Grants Service Delivery team e.g. review of Enquiries, Critical Performance
  • Indicators, Key Performance Indicators and Service Level Agreements
  • Analyse Grants Management Information, including trends in enquiry types, to identify areas of improvement and/or training
  • Any other activities within the scope of the role which may be required and requested by the Head of Corporate Funding Services.

Key Information

There are a number of systems and associated information to enable the Grants Support Specialist to carry out their role. Instruction will be provided as part of induction, classroom, or on the job training. The following list applies:

  • Access to technical equipment (e.g. PC, Phones) will be provided to each individual and IT training will be provided as necessary.

Systems in use:

  • Microsoft Software including Word, Excel and Outlook
  • SharePoint
  • Siebel (Grants Processing System)
  • Intranet
  • Extranet
  • Knowledgebase (Operating Procedures, Business Rules etc.)
  • Oracle.

Organization Description

What is UK Research and Innovation?

Operating across the whole of the UK with a combined budget of more than £7 billion, UK Research and Innovation is a new entity that brings together nine partners to create an independent organisation with a strong voice for research and innovation, and a vision to ensure the UK maintains its world-leading position in research and innovation. UKRI will build on the successful elements from the current funding system and maximise the contribution of each of the component parts to create the best environment for research and innovation to flourish.

Building on success

The UK has a world class research and innovation system. Our expertise spans all fields of knowledge, from the discovery of penicillin and monoclonal antibodies, to the jet engine and the world-wide web. Our inspirational creative industries are strong in art, design and the innovative use of new materials and technologies. Our universities and laboratories produce a disproportionate percentage of the world’s top research, and their academics are highly-sought as international colleagues and co-authors and are among the world’s best at attracting overseas students Nor is this excellence confined to university campuses and research centres. Our engineering, automotive and pharmaceutical industries are successful in part because of the superb graduates they can hire and the top rate researchers that support them.

Our partners

The nine UK Research and Innovation partners each bring unique assets to this cooperation. Innovate UK helps businesses to identify the commercial potential in new technologies and turn them into the new products and services that will drive economic growth and increase productivity; Strong discipline-facing Research Councils encourage breadth and diversity, curiosity-driven research, and priority-driven initiatives; Research England’s work on knowledge exchange will focus on capacity and culture in universities and provide balance to the funding system. It will drive quality and impact through the REF and work closely with its counterparts in the devolved administrations.

Shortlisting and Interview Criteria


  • A level or above/relevant experience
  • Experience working in a Customer Service environment
  • Excellent written communication skills, including a good working knowledge of MS Office packages (i.e. Word, Excel, PowerPoint etc.)
  • Excellent problem-solving skills, including the ability to quickly understand new and complex issues and to apply solutions
  • Ability to influence and persuade others, and to work with people of all levels and to build good relations with them
  • Resilience, multi-tasking and ability to work to deadlines and work flexibly on own initiative.


  • Project Support experience
  • Siebel/Oracle back office systems
  • Analytical bias
  • Grants Processing knowledge.

UKRI supports research in areas that include animal health, agriculture and food security, and bioscience for health which includes research on animals, genetic modification and stem cell research. Whilst you may not have direct involvement in this type of research, you should consider whether this conflicts with your personal values or beliefs.

To enable us to hire the very best people we will conduct a full and comprehensive pre-employment check as an essential part of the recruitment process on all individuals that are offered a position with UKRI. This will include a security check and an extreme organisations affiliation check.

Polaris House is located next to Swindon Train Station and has excellent public transport links. Limited parking subject to waiting list.

Employee Benefits

UK Research and Innovation recognises and values employees as individuals and aims to provide a pay and reward package that motivates staff to the best of their ability. The reward and benefit package includes a flexible working scheme, an excellent Defined Benefit pension scheme, 30 days annual leave allowance and a number of other benefits.

Developing Talent

We are committed to developing employees in their roles throughout their career. Learning and development plans enable employees to continue their professional development through training and development opportunities such as e-learning, classroom training and on-the-job experiences. We encourage our employees to share their learning across teams and organisations.

Equal Opportunities

We strive to make decisions based on individual merit and ability. We welcome applications from all sections of the community and promote equality of opportunity in accordance with the Equality Act 2010. As holders of Disability Confident Employer status, we guarantee to interview all applicants with disabilities who meet the minimum criteria for the vacancy.

As this job does not fulfil the Home Office Code of Practice criterion for obtaining sponsored migrant worker status we will be unable to apply for sponsorship for anyone not eligible to work in the UK. At interview, all shortlisted candidates are required to bring with them identification documents and original documents that prove they hold or can obtain the right to work in the UK. You can check your eligibility here:
Online applications only. Please submit a covering letter and CV ensuring that the IRC reference is included in the filename description of each document uploaded. Please note that failure to address the above criteria or submitted without a covering letter may result in your application not being considered.

If you would like to receive this advert in an alternative format (e.g. large print, Braille, audio or hard copy), are unable to apply online or do not wish to create an account but would still like to apply for a specific role, please contact us by telephone on 01793 867000.

If you have not already logged into iRecruitment (including as a current employee) you will be re-directed to the login/register page by clicking the "apply now" button. If you don't have an account with us, by choosing to register you consent to UK SBS processing the information you provide as part of the Recruitment Service. You can select appropriate job alerts and notifications as part of your account preferences, and you are able to close your account (withdraw consent) should you wish to do so. Before starting your online application and inputting your personal details, please read our Privacy Notice which contains full details of how your information is processed once you have made an application.