University of Surrey
Research & Innovation are seeking a Contracts Administrator.
To provide a high level of administrative support to the Research Contracts team to ensure an efficient and effective service is provided to the academic community and our external sponsors. To support the faculty Contracts Manager with all administrative tasks needed to maintain current levels of productivity.
£15.36 per hour.
Monday on campus - Tuesday - Friday remotely.
Start as soon as possible until 10th of February 2023.Possibility of the role becoming permanent.
Duties and responsibilities
1. Ensure all work (matters) received are entered onto the appropriate database (in a timely fashion) and a necessary folder structure created.
2. Manage the signature process for matters in full, including supporting Contracts Managers with associated administration, such as completing signature forms and preparing final versions for signature.
3. Ensure proper filing of matter documents and correspondence following execution of matters.
4. Producing weekly reports on workload for the Head of Research Contracts and faculties.
5. To manage the RIS Legal email box directing queries as necessary.
6. Keep all involved notified of progress along the above steps.
7. Proof reading for blank fields and referencing/obvious errors.
8. To work with other members of the Research Contracts admin team and deputise for them in their absence to ensure business critical tasks are covered.
Skills and experience
Problem Solving and Decision Making
• The post holder is expected to work in a proactive manner and to decide how to achieve the desired results, based on their work objectives, professional experience, and their understanding of the broader objectives of the Legal Contracts department. The post holder is expected to refer complex problems and issues which fall outside the remit of their role, to their line manager for guidance, offering suggestions where necessary.
• The post holder will work with a reasonable degree of autonomy and therefore carry accountability for the quality and professionalism of the service that they provide to all those who come into contact with the Legal Contracts department.
• The post holder will be required to act as a filter to assess contract queries in relation to the signature process and resolve these queries on behalf of the Senior Research Contracts Manager and the Contracts Managers. Where the query falls outside of the remit of the post holder, they will assess the query and decide how to progress and present the case to the Head of Research Contracts or the relevant Contracts Manager with the options available and if necessary alternative options for the Head of Research Contracts or the Contracts Manager to finalise the decision.
• The post holder is expected to exercise sound judgement, demonstrate initiative and identify recommendations for improvements, in consultation with their line manager, to enable the department to develop to meet the needs of the relevant stakeholders.
• The post holder is expected to keep skills up to date and develop depth and breadth of knowledge in the legal fields managed by the department through learning from more experienced/senior colleagues, exposure to a range of activities and/or professional qualifications.
• They have responsibility and accountability for supporting the management of the sometimes complex interactions of the senior team which will require an understanding of the strategy, priorities and sensitivities of their work in order to be able to respond with a reasonable degree of autonomy when required.
• The post holder is expected at all times to exercise their discretion in respect of the confidentiality and sensitivity of the information handled within the department and across the University.
Dimensions of the role
• The post holder will manage the administration of contracts which may vary in financial value from a few £k to in excess of £1m and potential liabilities from incorrectly worded contracts or errors in judgement could result in financial and legal ramifications for the University in terms of loss of business and or revenue, additional financial losses, expenditure or penalties or becoming subject to legal action.
• The post holder will not have any budgetary or supervisory responsibilities.
Planning and Organising
• The post-holder must plan and prioritise their workload effectively to meet tight deadlines. They will work to clear guidance but with minimum day-to-day supervision. There is scope for the post holder to apply judgement and initiative when managing their workload, including determining short-term priorities and responding to the departments’ requirements, in addition to managing their own responsibilities where necessary. The post holder will work on a range of diverse activities concurrently and must be able to respond flexibly to fast-changing circumstances and requirements positively and constructively
University of Surrey/Remote.