University of Greenwich

JOB DESCRIPTION

Job Title: / Senior Finance Administration Officer / Grade: SG6
Department: / Business School Support / Date of Job Evaluation:
Role reports to: /

Office and Finance Manager

Direct Reports / None
Indirect Reports:
Other Key contacts: / Robert Mayor, Faculty Operating Officer
Nicholas Hand, Director of International Affairs
This role profile is non-contractual and provided for guidance. It will be updated and amended from time to time in accordance with the changing needs of the University and the requirements of the job.
PURPOSE OF ROLE:
You will develop and maintain effective and efficient administrative and financial systems within the Business School and provide administrative support to the Business School Office and Finance Manager. The main focus of the role is to introduce and maintain a comprehensive system and records of our partnership income as well as day-to-day finance administration to include processing purchase orders, invoices, maintaining the school financial database and general administrative duties to ensure all financial reporting and payments are made within the financial year.
KEY ACCOUNTABILITIES:
Team Specific:
1)  Management of all administration aspects of the partnership income records:
i)  Develop and maintain a comprehensive system to issue invoices to external partners for student fees.
ii)  Designing and maintaining accurate records and databases of total partnership income, credit control and regularly monitor expected income.
iii)  Working closely with the Director of International Affairs on issues such as student programme fees. To ensure that the charge file of overseas partners is accurate and students/partners are therefore charged the correct fees for their Programme of Study.
iv)  Applying policies to ensure consistency throughout the partner invoicing process
v)  Liaise with the Standards and Partnership Team to ensure accurate student numbers are recorded and charged.
vi)  Liaise with the University Credit Controller to ensure International Partner payments are received and paid correctly and to resolve any partner payment issues.
2)  Maintenance of financial records for the Business School and regular monitoring of all finance issues through consultation with the Office and Finance Manager.
3)  Responsible for checking accuracy of data entered on Business Objects and liaising with Central Finance re correction of any discrepancies.
4)  Reporting on research funds to fund holders and the Director of Research to ensure all funds are used within the project end dates, giving key advice on fund allocation and financial regulations.
5)  Processing supplier purchase orders through the University E-Procurement system and completing the procurement process of checking invoices against orders.
6)  Supporting the Office and Finance Manager to implement the monthly and year end reporting within the financial regulations.
i)  Monthly income report
ii)  Yearly accrual submissions
iii)  Report on deferred/pre-invoiced income for new financial year budget planning.
7)  Deal with internal and external queries including academic staff, external clients and suppliers. Providing guidance to internal clients regarding financial regulations and procurement procedures.
8)  Maintain the generic email accounts.
9)  Do minute meetings as required.
Generic:
·  To undertake Health and Safety assessments as part of the administrative responsibilities to all staff. Particular requirements include DSE and office checks.
·  Any other administrative work as requested by the Office and Finance Manager.
Managing Self:
• Able to proactively and independently identify need and address solutions to that need
• Can adapt to the demands of a sometimes pressured highly variable role
• Can work accurately under pressure to meet deadlines
• Able to form close, facilitative customer relationships
• Careful and accurate working
Core Requirements:
The post-holder must be able to work as part of a team to ensure that the wider administrative tasks within the Business Faculty are effectively and proactively managed. A commitment to the proactive development and maintenance of a quality financial record management system is required.
This post will require the individual to develop and implement systems and procedures that others in the Business Faculty will adopt. The ability to work under pressure to meet deadlines, develop and create robust systems, to influence change, to work independently and with high levels of thought and astute action are essential attributes for this role.
·  Adhere to and promote the University’s Equality and Diversity policies
·  Ensure compliance with Health & Safety regulations
·  Support and promote theUniversity’sSustainabilitypolicies, including the Carbon Management Plan,and carry out duties in a resource efficient way, recognisingthe shared responsibility ofminimising the university's negative environmental impacts wherever possible.
Additional Requirements:
·  Must possess the flexibility to cover areas of work and support team members when required.
·  Willing to work ‘outside’ normal hours and to travel as required including overseas
·  Your hours of work will be 35 per week.
KEY PERFORMANCE INDICATORS:
Accuracy of partnership records and timely response and correspondence to queries related to invoiced fees.
Reduction in debtors’ days and bad debts.
Working to tight deadlines to meet monthly invoice dates.
Faculty financial year end process running smoothly in accordance with the financial regulations.
KEY RELATIONSHIPS (Internal & External):
Office and Finance Manager, Faculty Operating Officer, Director of International Affairs, Finance and Administration Officer, Credit Controller, Management Accountants, Finance Payments Team, Collaboration Partners, Standards and Partnership Team, Faculty Heads of Departments and Academics and University of Greenwich Suppliers.
PERSON SPECIFICATION
Essential
Experience
Experience of working with financial figures and good numerical skills
Experience of using Microsoft Excel to manipulate numerical data E
Experience of working to tight deadlines and time management
Experience of maintaining records and implementing systems/procedures
Skills
Advanced in the use of IT packages such as Microsoft Office packages E
Excellent interpersonal and customer care skills
Ability to work both proactively/individually and as part of a team E
Highly developed communication skills both verbally and written
Proven attention to detail
Accurate and efficient record keeping E
Qualifications
Educated to degree level or equivalent / Desirable
Experience
Administrative experience in Higher Education or similar environment
Experience of using Business Objects
Experience in using SharePoint and Banner
Skills
Skill in working with varied levels of staff within a complex organisation
Qualifications
Signature(s)

Date of issue……………… …..