POSITION DETAILS. Faculty Finance Manager. Assistant Finance Manager. Assistant Finance Officer. Finance Officer Research PURPOSE
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1 HR191 POSITION DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of position descriptions. A copy of this form is kept by the line manager and the position holder. Position title Job title (HR Practitioner to provide) Assistant Finance Officer Assistant Finance Officer POSITION DETAILS Position grade (if known) PC07 Date last graded (if known) Academic faculty / PASS department Academic department / PASS unit Division / section Faculty of Humanities Faculty Finance Office Date of compilation 16 April 2018 ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include position grades) Faculty Finance Manager Assistant Finance Manager Senior Finance Officer Assistant Finance Officer Senior Finance Officer Research Finance Officer Research Finance Officer Research Assistant Finance Officer PC 7 (This Post) The main purpose of this position is PURPOSE Assist the Faculty Finance Manager, Assistant Finance Manager and other members of the Faculty Finance team in providing a professional financial administrative support service to the faculty and its departments. This job description is not an exhaustive list of all the tasks and, in a changing environment, the specific tasks assigned may differ in detail, but the level of responsibility and overall nature of the work will remain the same. 16 May 2017 Page 1 of 6 HR191
2 16 May 2017 Page 2 of 6 HR191
3 CONTENT Key performance areas % of time spent Inputs (Responsibilities / activities / processes/ methods used) Outputs (Expected results) 1 Reporting and Monitoring 25% Check that awards are deposited. Assist with compilation of internal and external financial reports. Supply fund reports to fund holders. Faculty Finance requirements and deadlines are met. External reports are in line with Funders rules and timelines. Assist with follow up of deficits. Reports submitted timeously. Report and follow up on un-cleared advances. Assist with reconciliation of Control Funds. Assist with Delivery Due List, monitoring and follow up on outstanding deliverables Cleaner reports with less queries and corrections. Happy, compliant Researchers. Assist with the compilation of the Faculty s monthly KPI report 2 Funds Management and Maintenance 20% Complete and submit necessary forms to create Fund Centres, Cost Centres, Real Internal Orders, and to open and close funds. Ensure accuracy of fund information, fund rules and fund attributes. Assist with ongoing funds clean-up process. Maintain control records for effective administration of funds. Accurate recording and efficient financial administration. Correct fund numbers, Cost Centres and Rio s used. Efficient filing and control systems in place. 16 May 2017 Page 3 of 6 HR191
4 3 Administrative support 45% Open, date stamp and distribute incoming mail and log outgoing mail before sending off for processing. Critically review journal requests, subsistence and travel claims, and advances and clearing of advances, invoice and receipt requisitions and other assigned UCT admin forms. Provide purchasing and purchasing card clearing support as required. Maintain log sheets and registers and where necessary, ensure copies are made and filed appropriately. Ensure own knowledge of UCT s policies and Procedures are current and complete. Provide a professional face-to-face (walk-in), telephone and communication service to faculty clients and serve as the front line for the Finance Office. Daily processing is completed accurately & promptly, supporting documents are scrutinised and checked for relevance to forms. Queries are followed up promptly, feedback is given where forms are not completed correctly, and pending items are monitored. Grey areas are escalated to SFO and/or other authority for clarity. Efficiency and effectiveness is promoted and stakeholders are correctly advised and communicated with. Client queries are dealt with or referred to the correct person. Report issues of concern and highlight areas of risks to Line Manager and or Finance Team. 4 Human resource administration 8% Assist researchers with HR forms for appointments, payments, terminations, etc. in relation to part time/ad hoc staff. Ensure correct fund and cost centres are entered on HR forms, and sufficient funds are available. Monitor payroll postings. Accurate HR forms submitted by payroll deadline. Adherence to HR Admin guidelines and procedures. 16 May 2017 Page 4 of 6 HR191
5 5 Adhoc Duties 2% Contribute to maintaining the Policy and Procedure file on the G drive. Any other duties that may be delegated by line manage Co-ordinate the Fixed Asset count process by ensuring departments have received their listings and are meeting their deadlines. 16 May 2017 Page 5 of 6 HR191
6 MINIMUM REQUIREMENTS Minimum qualifications Grade 12 with Accounting or equivalent bookkeeping qualification. Minimum experience (type and years) 3 years in a financial accounting environment Skills Proficiency in Microsoft Excel and Word. Excellent communications skills Knowledge A sound knowledge of SAPR3 or an equivalent ERP system Professional registration or license requirements Other requirements (If the position requires the handling of cash or finances, other requirements must include Honesty to handle cash or finances.) Competencies (Refer to UCT Competency Framework ) Competence Level Competence Level Analytical thinking and problem solving 1 Communication 1 Building interpersonal relationships 1 Planning and organizing/work management 1 Client service and support 1 Quality commitment/work standards 1 University awareness 1 16 May 2017 Page 6 of 6 HR191
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Informal enquiries may be made to Karl Hodgson, tel +44 (0) ,
Corporate Services Payroll Senior Clerk (Payroll) The University is a large and complex organisation with several payrolls and numerous established working practices. Payments are made through the payrolls
Originally Issued: May 2001 Previous Revision: December 13, 2005, May 11, 2009, May 21, 2013, October 2015 Current Revision: January 2016
REGISTRAR Job Description Position: REGISTRAR Originally Issued: May 2001 Previous Revision: December 13, 2005, May 11, 2009, May 21, 2013, October 2015 Current Revision: January 2016 JOB SUMMARY Under