FURTHER PARTICULARS FINANCE RECEPTIONIST & CLERICAL ASSISTANT 0.5 FTE, Fixed Term Ref: SC2504

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1 FACULTY OF SCIENCE FINANCE OFFICE: SCIENCE, RESEARCH & ENTERPRISE The Faculty FURTHER PARTICULARS FINANCE RECEPTIONIST & CLERICAL ASSISTANT 0.5 FTE, Fixed Term Ref: SC2504 This is an exciting opportunity to play an important role within the Faculty of Science. The Faculty encompasses applied research and teaching in a wide range of sciences and consists of the following Schools of Study: School of Biological Sciences School of Chemistry School of Computing Sciences School of Environmental Sciences School of Mathematics School of Pharmacy The administration and support of staff and students is provided via four specialist offices, plus some local support based within Schools: As well as supporting the six schools above, the Science Finance Office also provides support for one of the specialist offices, the Research and Enterprise Service. The Finance Office The Finance Office, led by the Finance Office Manager, is staffed currently by a small team of nine members of staff and provides financial management across the Faculty. Office activities include provision of advice and support to staff on financial matters and processing of financial documents. Key deliverables include budgets, forecasts and annual returns. The Post The post holder will join a team which is responsible for the provision of financial advice, guidance and information and for the processing of financial documents. The post holder will, in the main, be acting as the first point of contact for any enquiries and queries from both internal and external customers, as well as carrying out routine finance office activities. This would include supporting the rest of the office in financial inputting e.g. invoices,

2 journals, as well as general office activities such as filing, scanning and postal duties. Job Description A job description is attached as Appendix A. The precise duties will be agreed in discussion with the Finance Office Manager. Person Specification The person specification for this post is attached as Appendix B. Informal Discussion For an informal discussion please contact Mrs Elaine Morrell, Finance Office Manager on GENERAL Salary Salary will be 15,765 to 17,528 per annum, pro rata, on Grade 3 on the single salary spine. The normal expectation is that starting salary will be at the minimum of the advertised salary scale. Starting date The post is available from 1 October 2014 or as soon as possible thereafter on a part-time (0.5 fte) basis for a fixed term period until 30 September Terms and Conditions of appointment Full details of terms and conditions of employment for Secretarial & Clerical staff will be made available to the candidate to whom the appointment is offered. The role holder will be required to work Monday to Friday mornings (hours by agreement). Annual Leave Entitlement There is an annual holiday entitlement of 20 days plus statutory (8 days) and customary (6 days) holidays, pro rata for part-time. Superannuation The post is superannuable under the Universities Superannuation Scheme. Entitlement to Work in the United Kingdom If you are shortlisted for interview you will be asked to bring to interview original documentary evidence of permission to work in the UK. Candidates

3 invited to interview will be provided with a list of appropriate documents that can be provided as evidence. Please DO NOT provide this with your application. Workers from outside of the EU may be eligible to work in this role subject to their immigration status. However, due to the nature of this role and the level of qualifications required, please note that immigration legislation will not allow the University to apply for a sponsorship certificate for this post. Occupational Health Assessment Appointment will be subject to a satisfactory Occupational Health Assessment to be carried out by the University s Occupational Health Service. APPLICATION AND RECRUITMENT PROCESS Your completed application form should quote reference code SC2504 and be returned by not later than 12 noon on 31 July 2014 in one of the following ways: accessed via the relevant vacancy details at then downloaded in Word format to be completed electronically then saved and sent as an attachment to hr@uea.ac.uk or accessed via the relevant vacancy details from then downloaded in Word format to be completed electronically, then printed and posted to the Human Resources Division, University of East Anglia, Norwich, NR4 7TJ, or accessed via the relevant vacancy details from and downloaded in PDF format and printed, to be completed by hand and returned by post to the Human Resources Division at the address shown above or forms received by post from the Human Resources Division should be completed by hand or typed and returned by post to the above address. Postal applications will not be acknowledged unless a stamped addressed envelope/postcard is supplied. For paper submissions please ensure you add the correct postage to your application pack as failure to do so will considerably delay receipt by this office and may jeopardise your application for this post. Please note that feedback will not normally be provided to those applicants who are not shortlisted for this post.

4 Please note that applications received after the closing date will not normally be accepted. If you are submitting an application by post immediately prior to the closing date please contact the Human Resources Division on to let us know that your application has been posted, and if possible also send a copy by fax to or by to hr@uea.ac.uk in order that we receive these by the closing date. Equal Opportunities Monitoring Form Please note that an Equal Opportunities Monitoring Form must be completed and returned with ALL applications, whether submitted by post or by . If submitted by , the Equal Opportunities Monitoring Form must be sent as a separate document/attachment to the Application Form. The Equal Opportunities Monitoring Form will be detached from the received application before short-listing takes place and will not form any part of either the short-listing or decision making process. Referees In naming referees in your application, you are requested to give only those who can immediately be approached and one of these must be your current employer, or if not employed your most recent employer. Interviews It is anticipated that interviews will take place on 3 September 2014 and candidates who have not heard by this date should assume their application has been unsuccessful. Successful shortlisted candidates may be notified of their interview times by telephone and/or and it is therefore essential you include both of these in your application. Candidates should note that travel and incidental expenses incurred in attending the interview will not be reimbursed. This document is available in alternative formats e.g. large print, disc and on-line. If you need this document in an alternative format please contact us on , fax , or hr@uea.ac.uk

5 APPENDIX A JOB DESCRIPTION Job Title: Clerical Assistant Grade: 3 School/Department: Reporting to: Faculty Finance Office Finance Administrator Reporting to Finance Office Manager Job Function/Purpose: The post holder will undertake a range of duties to support the work of the Science, Research and Enterprise Finance Office - they will be based on the reception and act as the first point of contact for the office and deal with enquiries from internal and external customers. Main duties include: Reception duties including answering the telephone, and dealing with face to face enquiries from staff and students. General clerical duties such as filing, faxing, photocopying and postal duties. Scanning/registering purchase invoices. Placing orders for goods and services. Processing the payment of supplier s invoices. Undertaking journal transfers between accounts and also recharges for services provided. Provision of account balances and financial statements to assist staff across the Faculty. Ensuring that proper documentation and records are kept in accordance with Financial Regulations. Dealing with routine and straightforward queries, passing other queries to more senior colleagues. Assist with the end of year accounting procedures Clerical duties as required by the Finance Administrator and Faculty Finance Manager.

6 APPENDIX B PERSON SPECIFICATION Post title: Finance Clerical Assistant Prepared by: LM Ref: SC2504 Generic Faculty post - Finance Office Date: September 2011 CRITERIA Essential Desirable Education & Experience Skills & Knowledge A good standard of education with a minimum of three passes at GCSE or equivalent at Grades A-C including Mathematics and English. Experience of working in a busy reception environment. Experience of basic clerical duties. Experience of working as part of a team. Experience of dealing with customers in person. Experience of working with Microsoft Office, Word, Excel and Outlook. Good IT skills (Word, Excel, and databases). Numerical & problem solving skills. Ability to input accurate data/ information into a database system. Excellent interpersonal & customer care skills. Ability to work sensitively with different people s needs. Good communication skills able to deal with people in person and on the telephone in a professional manner. Adaptable to change. Ability to take and deliver messages accurately and clearly. Basic accounting experience.

7 Personal Attributes Special Circumstances Ability to use own initiative. Ability to work in team environment effectively. Ability to remain calm, friendly & professional at all times. Self motivated to work independently under supervision. Willingness to be flexible in the nature of the support role by undertaking additional duties and at times working in different office locations. Willingness to undertake further training and learn new IT and other skills. Confidence in dealing with a wide variety of people. Due to the cycle of the financial year, annual leave is restricted in the last two weeks of July and the first two weeks of August.