For an informal discussion please contact Mr Alan Dawson, Faculty Finance Manager, Tel: or

Transcription

1 Faculty of Science Faculty Finance Administrative Assistant (Finance) Ref: SC2723 The Post Providing support for Faculty financial transactions and related financial activities including: Processing. Support to Faculty Finance Office Staff, Dean of Faculty, Heads of School/ Faculty Manager/Principle Investigators on grants and all budget holders. The following areas of work would be covered by this grade of post. The precise balance of duties will inevitably vary between Faculties and Faculty Offices and will be dependent on volume issues and team structure. Informal Discussion For an informal discussion please contact Mr Alan Dawson, Faculty Finance Manager, Tel: or The Faculty 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 three specialist offices, plus some local support based within Schools: As well as supporting the six schools above, the Finance Office also provides support for one specialist office, the Research and Enterprise Service. Office Structure 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

2 across the Faculty. Office activities include provision of advice and support to staff on financial matters and processing of financial documents. Job Description A job description is attached as Appendix A. The precise duties will be agreed in discussion with the Manager. Person Specification The person specification for this post is attached as Appendix B. GENERAL Salary Salary will be 18,031 to 20,198 per annum on Grade 4 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 23 July 2015 or as soon as possible thereafter on an indefinite full-time basis. 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. Annual Leave Entitlement There is an annual holiday entitlement of 20 days plus statutory (8 days) and customary (6 days) holidays. Superannuation The post is superannuable under the Universities Superannuation Scheme. Proof of Qualifications The person specification for this post lists qualifications that are essential and/or desirable and you may hold some or all of these qualifications. Please note that if you are short listed for interview you may be asked to bring to interview original certificates of these educational and professional qualifications. Please DO NOT provide these with your application.

3 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 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 SC2723 and be returned by not later than 12 noon on 8 July 2015 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.

4 Please note that feedback will not normally be provided to those applicants who are not shortlisted for this post. 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 and tests will take place on 23 July 2015 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 REF: SC2723 Job Title: Administrative Assistant Grade: Grade 4 School/Department: Reporting to: Faculty Finance Office Faculty Finance Manager Job Function/Purpose: Providing support for Faculty financial transactions and related financial activities including: Processing Support to Faculty Finance Office Staff, Dean of Faculty, Heads of School/ Faculty Manager/Principle Investigators on grants and all budget holders The following areas of work would be covered by this grade of post. The precise balance of duties will inevitably vary between Faculties and Faculty Offices and will be dependent on volume issues and team structure. Main duties include: Processing: Processing of invoices (debtor and creditor) as requested by Schools and Faculty Administrative Offices and dealing with associated queries. Checking requisitions and the raising of purchase orders as requested by Schools and Faculty Administrative Offices and dealing with related queries by suppliers, ensuring budgets are adhered to. Checking and processing of expenses claims, ensuring that claims are correctly coded, all relevant documentation is attached and properly authorised. Processing of journals on the financial ledger. Completing internal recharge schedules for processing by the Finance Division Support: To act as first point of contact for general financial queries from all staff within the faculty. Support the faculty in implementation and day to day use of e- Procurement Provision of financial reports and information to budget holders to aid budgetary control and monitoring of income and expenditure (core and research): Orders Schedule of payments

6 Schedule of receipts Research grant statements Investigating and resolving of ledger-related queries raised by budget holders. To provide financial systems support and advice to the Science Faculty Store General: Liaison with the Finance Division in the Registry and budget holders within the Faculty to provide accurate financial information required for the completion of reports/schedules/financial claims etc. Assisting budget holders in the collection of information to prepare for twice yearly financial forecasts. Assisting budget holders in the preparation of working papers for the annual budget exercise. Assisting budget holders in the completion of year end debtor and creditor returns (accruals). Providing ad-hoc financial and statistical information to budget holders. Maintaining inventory/inventories of equipment within the Faculty. Any other such duties as may be assigned by the Manager

7 PERSON SPECIFICATION APPENDIX B Post title: Administrative Assistant Grade 4 Prepared by: LM Ref: SC2723 Faculty Finance Office Date: 19/12/07 CRITERIA Essential Desirable Education, Experience & Achievements Skills & Knowledge Personal Attributes Passes at GCSE or equivalent at Grades A-C including Mathematics and English. NVQ level 2 in accountancy or equivalent experience. Recent financial administrative experience from working in a busy finance office environment. Experience of working with Accounting packages, Microsoft Office, Word, Excel and Outlook. Experience of working in a team as well as independent working. Experience of negotiating and prioritising workloads. Evidence of good customer relations in person and/or by telephone. Evidence of working with finance office procedures and administrative systems. Working knowledge of Microsoft software packages (Word, Excel, e- mail and databases). Working knowledge of Accountancy packages. Ability to gather and process financial information and generate accurate financial data/ information from corporate finance IT systems. Good interpersonal skills. Good written and oral communication skills - able to produce grammatically accurate s, letters and memoranda. Good organisational skills and the ability to prioritise. Demonstrable communication skills in English Language. Self-motivated to work independently without close supervision. Ability to work sensitively with different people s needs. Experience of working with electronic purchasing (e-procurement).

8 Special Circumstances Ability to communicate effectively with staff and students internally and external contacts both in person and by telephone. Ability to use own initiative appropriately to resolve simple problems. Ability to work in team environment effectively. 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. Ability to promulgate best practice within the team. Some late working may require at periods of peak activity. Annual leave will be restricted in July and August due to financial year end.

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