Finance Administrator – External Relations – 48440 – Grade 5

Job title: Finance Administrator – External Relations – 48440 – Grade 5

Company: University of Birmingham


Job description: Job Description:Position DetailsExternal RelationsLocation: University of Birmingham, Edgbaston, Birmingham UKFull time starting salary is normally in the range £28,397 to £30,210, with potential progression once in post to £33,938Grade: 5Full Time, PermanentClosing date: 17th November 2024Our offer to youPeople are at the heart of what we are and do.The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.Find out more about theBackground“External Relations delivers the University of Birmingham to the world. Whether it’s outstanding awareness raising campaigns, recruiting and admitting students or developing strategic links with international partners, External Relations are at the heart of the activity.”Cathy Gilbert, Director of External RelationsExternal Relations is comprised of nine teams which help drive delivery of the University’s strategic framework. External Relations communicates with Birmingham’s many different audiences in order to build purposeful relationships internally, locally, nationally, and globally. We enable those who wish to apply to study on undergraduate and postgraduate courses to make informed choices whilst ensuring our partnerships, profile and reputation reflects the success of the University and delivers impact.External Relations sits within the University’s Professional Services structure which provides outstanding support to our researchers, enables an exceptional educational experience for our students, and helps the University to grow its influence regionally, nationally, and globally.External Relations drives forward crucial strategic developments to maximise competitive advantage for the University and support flagship institutional projects.We play an important role in the University’s research ambition, working closely with academic colleagues to support research grant bids, help ensure political and public engagement, and assist in REF and impact development. To support international reputation and research impact, we also develop strategic partnerships in key priority regions, utilising our offices in China and India to further broaden international engagement.Role SummaryThe post holder provides professional administrative support to the External Relations Finance Officer, ensuring that financial procedures are efficient and effective and maintaining best financial management practice in line with University policy. This role provides specific financial administrative support to the ER Business Team and a number of named accounts. The post holder will also provide day to day facilities support. As a member of the External Relations Business Team, the post holder will take an active interest in the work of External Relations and the wider University and will be committed to the institutional values and behaviours framework.Main DutiesThe post holder is expected to gain detailed knowledge of University and External Relations policies and procedures relating to finance and is responsible for ensuring compliance with those procedures. The post holder will undertake training to become an expert user of the University’s HR and Finance system.The post holder will be required to have a sound understanding of activities and requirements across all levels of financial activity in the division as well as a thorough knowledge of procedures and activities in other areas of the University (e.g. facilities, health and safety).Financial administration – External RelationsThe post holder offers divisional support to the External Relations Finance Officer in the following areas:

• Be responsible for the administration, monitoring and reconciliation of budgets within the External Relations Business team and named accounts.
• Assist the External Relations Finance Officer with maintaining management information data and supporting quarterly out-turns and forecasting.
• Monitor and collate monthly budget reconciliation returns from across External Relations.
• Support the process for monitoring the External Relations savings target across all teams’ budgets.
• Be responsible for reconciling corporate and purchasing cards held in the Business Team and co-ordinating this process for cards held in other External Relations teams.
• Support the preparation and delivery of External Relations finance training/briefing sessions.
• Assist the External Relations Business Manager and External Relations Finance Officer with budget setting, tracking previous annual spend and co-ordinating new budget bids.
• Act as a key finance contact in External Relations, assisting end-users with queries and providing support and advice to budget holders and budget administrators.
• Be responsible for processing foreign currency orders – ordering and collecting currency, ensuring supporting documents are completed and returned monies banked.
• Be proactive in identifying and suggesting improvements to divisional finance processes.

IT equipment administration and facilities management

• Be responsible for developing and maintaining the External Relations Asset Register and IT equipment register.
• Support the External Relations Finance Officer in handling IT queries from External Relations colleagues and signposting to IT Services as required.
• Be responsible for responding to and reporting day to day facilities enquiries at External Relations’ Edgbaston Park office buildings and support the ER Finance Officer and Business Manager with the effective day to day running of these office spaces.

Other duties

• Other duties as may be requested from time to time by the External Relations Finance Officer including providing cover for other members of the External Relations support team as necessary.
• Supports equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.

Required Knowledge, Skills, Qualifications, Experience

• Educated to A Level standard, or equivalent level 3 qualification such as a Level 3 NVQ, or level 3 national diploma or relevant work experience evidencing the skills and ability to undertake the role.
• Minimum of grade C/4 in Mathematics and English at GCSE or equivalent.
• Strong financial awareness and numeracy with demonstrable evidence of budgetary and financial administration.
• Highly proficient IT skills, in particular, the wider MS Office suite of programmes including Excel and PowerPoint. The post holder should also be confident and able to quickly learn new IT skills and software packages as required.
• Proven ability to plan ahead and anticipate requirements, proactively planning own workload to manage time effectively, progress tasks concurrently and work to deadlines.
• Excellent communication skills, including the ability to write for different audiences, and to required deadlines.
• Excellent interpersonal skills. The post holder must inspire confidence and command authority with a range of stakeholders and provide excellent customer service at all times.
• A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
• A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
• Ability to work effectively in a large, complex organisation, and to develop a good understanding of how

and higher education institutions work. * Ability to understand policy and procedures and how to apply these.

• Understands the importance of equality and diversity in the workplace.
• Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures.

DimensionsThis role will require the exercise of personal initiative within and beyond the department. May manage a team or budgets.Planning and OrganisingThe role is required to work independently on daily, weekly, and monthly tasks but also on projects with medium-longer-term horizons without daily supervision. May manage other staff’s workloads.Problem Solving and decision makingThey will work with direction from management but with a significant degree of autonomy. They will deal with more complex queries and be expected to resolve any problems in their area of responsibility. They may also manage the workload of others or coach others to achieve results.Internal and External relationshipsThis role will be liaising with internal colleagues and stakeholders, likely to be University-wide and with external stakeholders.Informal enquiries to Paul Griffiths, email:View our staff values and behavioursWe believe there is no such thing as a ‘typical’ member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy. You can find out more about our work to create a fairer university for everyone .

Expected salary: £28397 – 30210 per year

Location: United Kingdom

Job date: Wed, 06 Nov 2024 00:42:31 GMT

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