Contracts Assistant (Paralegal): Cardiff University

The Department of Research and Innovation Services (RIS) is seeking to appoint a Contracts Assistant (Paralegal) to undertake a range of contractual and administrative activities to support the University’s research operations.

The role will involve the drafting, negotiation and completion of research and research related contracts which may include confidentiality agreements, contract amendments, material transfer agreements, sub-contracts and research collaboration agreements. The Postholder will be also be required to undertake a variety of administrative tasks to support the team’s Administrative Assistant and to facilitate the effective operation of the Contacts team.

The Postholder will work with academic and professional services colleagues across the University and will be required to demonstrate a high degree of self-management, strong communication, IT and organisational skills.

This is a full-time post supported by HEFCW’s Research Wales Innovation Fund and is  fixed term until the 31 July 2023

Salary: £27,511 – £31,866 per annum (Grade 5)

Date advert posted: Monday, 16 August 2021

Closing date: Monday, 6 September 2021

This post has previously been advertised to employees of Cardiff University only.  We now invite external applications.

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.
 

Job Description

Key Duties

• Effectively maintain existing filing systems, manage the registrations and progressions of matters using existing IT systems and technologies to maximise efficiencies for the contracts team.
• To undertake a variety of administrative duties to support the Contracts team.
• Respond to communications, coordinate and manage all delegated queries in a timely manner.
• Assist with the setup of additional systems as may be required to efficiently support the workflow of the Contracts team.
• To independently recommend, select and populate suitable model contracts for a variety of low complexity, low risk research projects.
• To review, draft and advise upon, and independently manage low risk, low complexity research contracts received from third parties.
• To work closely with and support the team’s contracts administration to ensure the expedient processing and completion of low risk, low complexity research contracts (‘Fast Track process’).
• To develop appropriate communication links and to establish good working relationships with colleagues in the University’s professional support services and academics in order to provide the necessary advice and service required.
• To be able to manage a high volume workload and prioritise effectively.
• To be able to independently resolve problems which arise during contract review and negotiation and to be able to identify and escalate more complex issues to senior personnel.

General Duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• Perform legal research and ensure compliance with legal and regulatory requirements in respect of equality and diversity, health and safety, data protection, copyright and licensing, security, financial and other University policies, procedures and codes as appropriate.
• Perform other duties occasionally which are not included above, but which will be consistent with the role.

Person Specification

Important note: It is the University’s policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL of the essential criteria as well as, where relevant, the desirable. As part of the application process you will be asked to provide this evidence via a supporting statement.  Please ensure that the evidence you are providing corresponds with the numbered criteria outlined below. Your application will be considered based on the information you provide under each element.

When attaching the supporting statement to your application profile, please ensure that you name it with the vacancy reference number, e.g. Supporting Statement for XXXXBR.

Essential Criteria

1. Law Degree/NVQ 4 or equivalent qualification comprising substantive legal education.
2. The ability to work efficiently and under pressure and to demonstrate excellent personal organisational and time management skills to enable effective prioritisation of tasks and adherence to deadlines.
3. Able to demonstrate good working knowledge of legal administration processes, contract law and ability to manage contractual matters.
4. Excellent IT skills and a thorough working knowledge of Microsoft Office systems including Outlook and Word.
5. Evidence of ability to work with good attention to detail to be able to organise, review and populate standard agreements accurately.
6. Excellent written and verbal communication skills with a proven ability to work and interact professionally and to a high standard both orally and in writing.
7. Evidence of ability to work well within a team and maintain good working relationships with immediate colleagues, those within the wider organisation and external partners.
8. Proven ability to independently manage a caseload of work using own initiative.
9. The ability to work professionally and observe and maintain confidentiality and diplomacy.
10. A willingness to undertake further training and development.

Desirable Criteria

1. Relevant Postgraduate/Professional qualification e.g. Graduate Diploma in Law (GDL), Legal Practice Course (LPC) or similar.
2. Previous experience in a legal office environment or the ability to demonstrate transferable skills.
3. Demonstrable experience of working with or advising on legal contracts.
4. Demonstrable knowledge of the higher education environment, research contracts and research support activities.
5. Fluency in Welsh, written and oral

Additional Information

Research and Innovation Services

Cardiff is an ambitious and innovative university located in a beautiful and thriving capital city. Our world-leading research was ranked 5th for quality amongst UK universities in the 2014 Research Excellence Framework and we provide an educationally outstanding experience for our 30,000 students. With an annual budget in excess of £500 million and around 6,000 staff, Cardiff is a member of the Russell Group of the 24 leading UK research-intensive universities. The University has 24 academic schools grouped into three colleges: Biomedical & Life Sciences, Physical Sciences & Engineering and Arts, Humanities & Social Sciences.

The University’s ambition is to rank consistently among the top 100 universities in the world. Cardiff is also developing its Innovation System through a focused programme of investment in people and infrastructure.  Research funding secured from competitive, external sources exceeds £100 million annually and the University aims to grow this further through winning grants from a wide range of national and global sources.

Research and Innovation Services, RIS supports the University’s research community in initiating and delivering research and innovation activities. Led by the Director, Dr David Bembo, RIS provides services via over 100 expert staff organised in five specialist teams: Research Grants and Contracts; Research Integrity, Governance and Ethics; Research Development; Research Commercialisation and Impact; and Business Engagement and Partnerships. The Department works closely with academic and professional services staff from all areas of the institution.