Job Description

Job Title: / Finance Assistant
Faculty/Department: / Science and Engineering/School of Engineering
Reporting to: / Head of School / Faculty Finance Officer
Duration: / Continuing (100%fte)
Job Family: / Finance
Pay Band: / 5
Benchmark Profile: / Administrator (Finance) Band 5
DBS Disclosure requirement: / N/A
Vacancy Reference: / FS0189

Details Specific to the Post

Background and Context

The School of Engineering (SoE) is located in the Faculty of Science and Engineering. Previously having been a multi discipline academic department, strong growth in student numbers and staff together with exciting and innovative new UG and PG provision has meant that it has recently evolved into a considerably larger school. With over 750 students and 66 staff anticipated next year, SoE is seen as a key strategic investment option for the Faculty & University. Indeed, outline plans for significant investment in the School’s staff and operational capacity including space and equipment are well advanced. As a result, SoE is looking to strengthen its support function by appointing a Finance specialist to drive forward a first class financial management service to the Head of School and the Faculty Management Group.

Specific Duties and Responsibilities of the post

Working closely with the Faculty Finance Office, the School Technical Superintendent and Administration & Quality Manager, the post holder will provide finance support, including:
·  nominal ledger journal entries and other routine transaction processing
·  analysis of account movements and balances
·  raise invoices for chargeable income
·  oversee purchase requisitioning and the management of purchase orders

·  follow up supplier invoice queries

·  promote purchasing best practice with school colleagues

·  process staff and non staff expense claims

·  oversee the raising of fixed term fee contracts and payment claims

·  produce MI reports and contribute to monthly budgetary control

·  contribute to the annual budgeting and quarterly re-forecasting process

·  contribute to the strategic investment planning process

·  contribute to cost analysis and efficiency improvement projects

·  monitor expenditure accruals and commitments

·  produce research grant reports for academic staff

·  contribute to the continued growth & development of school income streams

·  contribute to Faculty led system & process development projects

·  provide ancillary support for 1 day per week (20%) to the Physics & Maths department, which is co-located in the Robert Blackburn building

GENERIC JOB DESCRIPTION

The job duties and responsibilities listed below are intended to describe the general nature of the role. The duties and responsibilities and the balance between the elements in the role may change or vary over time depending on the specific needs at a specific point in time or due to changing needs in the department. Candidates should note that there may not be an immediate requirement to carry out all the activities listed below.

Overall Purpose of the Role

The role holder:

·  Will provide administrative support in relation to finance to staff and students.

·  Will have practical working knowledge of financial system/process/operating environment gained through formal instruction and/or experience.

·  May have specific responsibility for a clearly defined section or sub-section of work and will use initiative within the boundaries of the role in line with University policies and procedures. This will include the discretion to deal with non routine queries and/or issues but more complex situations will be referred to senior colleagues.

·  Will plan and prioritise own work and may be required to delegate work to others within agreed objectives.

Main Work Activities

Communication

·  Explain processes and procedures in relation to finance.

·  Give advice and guidance on financial issues to staff, colleagues and students

·  Type letters and documentation.

·  Maintain procedural manuals and associated documentation.

·  Give presentations to staff and others on financial regulations and procedures.

Teamwork

·  Under the guidance of a team leader, where necessary, provide day-to-day support to other members of staff and members of staff new to the work area.

·  May be required to supervise the work of others and/or provide advice and guidance to other members of the team.

Liaison and Networking

·  Liaise with departments across the University to ensure effective delivery of the service.

·  Liaise with external organisations to ensure knowledge is updated in relation to financial legislation and regulations.

Service Delivery

·  Provide administrative support in relation to a variety of financial processes and procedures.

·  Assist in the review of office systems and procedures to ensure effective and efficient standards.

Planning and Organisation

·  Plan and prioritise own work activities working to strict monthly timetables

·  May be expected to plan and monitor the work of others.

·  Co-ordinate departmental processes in conjunction with senior colleagues.

Data Inputting/Reporting

·  Record data as required using Microsoft Office, other financial software and corporate systems.

·  Produce a variety of financial information and reports for use by Senior Management.

·  Develop, maintain and monitor databases and spreadsheets.

Additionally the post holder will be required to:

·  Fulfil the employees’ duties described in the University’s health and safety policies andco-operate with the health and safety arrangements in place within the department. May be required to undertake specific health and safety roles on request e.g. Display screen equipment assessor, departmental safety officer, fire warden

·  Show a commitment to diversity, equal opportunities and anti-discriminatory practices This includes undertaking mandatory equality and diversity training

·  Comply with University regulations, policies and procedures

COMPETENCY SPECIFICATION

To fulfil your role, you will need certain knowledge, skills and competencies. The following competency specification provides a framework within which your performance will be assessed. The interview assessment may include, for example, testing on IT skills.

The Competencies set out below are essential and are core requirements needed to perform the role and any candidate who fails the requirement will not be taken forward for further assessment or to interview.

Competency Identified by

Knowledge and Experience

Evidence of substantial experience in an office environment covering a broad range of administrative tasks in relation to finance. / Application/Interview
Can demonstrate the ability to use a broad range of financial systems and to learn new systems and software. / Application/Interview
Has a good general education showing clear evidence of literacy and numeracy. For example, GCSE Maths and English A-C. / Application/Interview
Has an active approach to continuing professional development/undertaking training as appropriate for personal and professional development. / Application/Interview
Communication (Oral)
Can demonstrate the ability to provide information in a suitable format so that the others’ needs are met and adjusts the level of content to help others understand. / Application/Interview
Communication (Written)
Can demonstrate the ability to summarise information accurately, in a well structured, clear and concise form. / Application/Test
Teamwork and Motivation
Can demonstrate the ability to work effectively as part of a team. Is willing to provide cover for colleagues and acts in a supportive manner. / Application/Interview
Liaison and Networking
Can demonstrate the ability to make contact with others to ensure that information is exchanged and circulated appropriately to the right person at the right time. / Application/Interview
Service Delivery
Has knowledge and understanding of services available to users of this and related areas of work and ensures that the experience of each customer is positive and satisfactory. / Application/Interview
Planning and Organisation
Can demonstrate the ability to create realistic plans to achieve own deadlines and objectives. Monitors progress of self and/or others and can prioritise tasks/activities effectively. Suggests ways of improving working practices and use of resources. / Application/Interview
Initiative and Problem Solving
Can demonstrate the ability to use initiative to recognise problems and offer solutions. / Application/Interview

Administrator (Finance) Band 5 (Generic)

Version 2

January 2015