Finance Administrator

Job Purpose

The post holder will join the School of Infection and Immunity, MRC-University of Glasgow Centre for Virus Research (CVR) and will provide comprehensive and responsive finance administrative support within the CVR. The post holder will act as the main point of contact for day-to-day finance queries and provide direct support to the Finance Assistant, Business Manager, and the Head of Genomics.

The role requires high levels of organisational effectiveness, with significant forward planning required, the ability to support a range of stakeholders and deliver high quality support in a professional manner.

Main Duties and Responsibilities

1. To raise purchase orders, manage a purchasing card and ensure that any expenditure is within budget limits and is made in accordance with the relevant University policies and procedures.  Responsible for liaising with external suppliers concerning the purchase of goods and services for the CVR.  Arranging for new suppliers (including self-employed contractors) to be added to the Agresso system and submit procurement policy exception (PPE) requests as required.

2. To be the first point of contact for all internal and external financial operational enquiries, answering queries, escalating if required and providing advice to staff, students, visiting researchers on systems and procedures, ensuring the highest standard of customer service is provided.

3. To act as Purchasing Officer for the CVR in accordance with the University policies and procedures.  Where required assist with the conference registrations and arrangement of staff and student travel and accommodation using the University travel booking systems.

4. To be responsible for ensuring all purchasing card transactions are made in accordance with University policy and procedures and are reviewed and coded appropriately in the financial systems in a timely manner.

5. To assist the Finance Assistant with monitoring all funding including core funds, external awards, and general funds and to provide data for reports and final expenditure statements.

6. To support colleagues in the preparation of information for both internal and external auditors, and other regulatory bodies, as required.

7. To distribute shared running costs and consumable charges to individual project budgets in a timely manner.

8. To provide financial administrative support to the Genomics Facility including preparing and delivering accurate and timely quotations for funding applications and other requests as required and collaborating with the Research Support Office to ensure accurate staffing costs are included in quotations.

9. To monitor the progress of grant applications and track outcomes, including staff funding.

10. To assist the Head of Genomics with the financial management of projects including monitoring spend and ensuring deadlines are adhered to for internal and external funded projects.

11. To maintain and develop the Genomics facility recoup system and ensure that it is reviewed and updated regularly to reflect changes in costs.

12. To ensure effective communication between the Genomics Facility and CVR Finance including processing monthly project charges.

13. To assist with the financial management of equipment and high value purchases, including procurement.

14. To be responsible for providing general office support and undertaking other reasonable tasks and duties as required by the Finance Assistant, Business Manager and Head of Genomics.

15. To contribute to a culture of continuous improvement by suggesting improvements and implementing new processes to enhance quality of service.

Please note that a part of your application you must address and demonstrate how you meet EACH of the essential/desirable criteria.Please use the CVR Criteria Template attached at the bottom of this page to show you meet the essential criteria and upload to the Application Portal with a copy of your CV and cover letter. Applications which do not address the essential criteria as requested will not be progressed.

Qualifications/Knowledge

Essential:

A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.

or

Scottish Credit and Qualification Framework level 7 (Advanced Higher, SVQ 3, HNC or equivalent), and experience of personal development in a similar role.

Desirable:

B1 Working knowledge of Agresso finance system.

B2 Knowledge of the University structure, policies, practices, and procedures relating to financial and procurement processes.

Skills

Essential:

C1 Ability to prioritise workload and to work to deadlines.

C2 Excellent planning and organisational skills.

C3 Excellent interpersonal and communication skills to deal with staff, students, external stakeholders, and suppliers.

C4 Ability to analyse and resolve problems.

C5 Ability to work both independently using own initiative and as part of a team and be flexible according to the various demands of the role.

C6 Up-to-date skills in Microsoft Office suite; particularly demonstrable ability to create and manipulate spreadsheets.

C7 Financial skills sufficient to analyse financial data and transactions, monitor budgets and report financial detail.

Experience

Essential:

E1 Recent relevant experience of working in a finance team in a complex environment.

E2 Experience of working with financial information sufficient to analyse financial data and transactions, monitor budgets and report financial details.

E3 Experience of handling confidential Finance and HR related information.

Additional Information

This post is full time, 35 hours per week and with a funding end date of 31st March 2028.

Informal enquiries may be directed to Donna Macpherson ([email protected])

Terms and Conditions

Salary will be Grade 5, £25,138 – £29,605 per annum.

This post is full time, and has funding for up to until 31/03/28

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension – pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.