Finance Administrator

The University

At Durham University we are proud of our people.  A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other.

Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally.  Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer.

We would be thrilled if you would consider joining our thriving University.  Further information about the University can be found here.

The Role and the Department

The successful applicant will be a member of the Faculty of Science Finance Hub and based with the team that supports the departments of Biosciences and Psychology. As a member of the Finance Hub you may also be asked to assist with supporting other departments across the Faculty, as the need arises. 

The main duties and responsibilities of the role are summarised below:

• Receiving and processing orders for a range of good and services. This process typically involves communicating (verbally and by e-mail) with the staff and students who raise the order, central University services e.g. procurement, finance office, external suppliers etc. The role holder will receive and check deliveries, update the financial system and coordinate delivery to the end user, including handing returns if needed.
• Using financial systems (including credit cards) to support the end to end process of purchasing goods and services; supporting other external and internal transactions which may include journal transfers, payments, raising invoices; arranging international transfer of payments/goods.
• Updating financial and other records and databases and taking appropriate follow- up actions as needed.
• Supporting other members of the team with generation and checking of financial reports etc..
• Dealing with enquiries and providing guidance and advice, escalating more complex  queries to the appropriate person/department/service area as needed.
• Other tasks identified by your line manager that are appropriate to the role function and grade, that are needed to support the delivery of the financial and purchasing administration service.

The role holder will be supported with a mix of informal and formal/professional training to ensure they have the necessary understanding, skills and confidence to complete their work. Workloads and day to day tasks prioritisation will be discussed and agreed with the line manager. The role will require on-site working but, once the role holder has successfully completed training and induction, there will be opportunities to agree hybrid working arrangements with your line manager in line with University policies and business needs of the Finance Hub.

The role is ideal for someone who has an interest in finance and purchasing administration and management and is looking for an opportunity to work as part of a small, friendly team that is providing a key service of support to staff and students. The role is suited to someone who is comfortable taking forward tasks independently; acting on their own initiative to solve problems seeking advice and guidance from other team members and managers as needed; and interacting with a range of people both verbally and in writing (mainly e-mails). 

Working at Durham  

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits:

• 27 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 39 days per year. The University closes between Christmas and New Year.
• No matter how you travel to work, we have you covered.  We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.
• Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
• On site nursery is available and access to holiday camps for children aged 5-16 throughout the year.
• Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
• There is a genuine commitment to developing our colleagues professionally and personally.  There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University.  All staff have dedicated annual time to concentrate on their personal development opportunities.
• The opportunity to take part in staff volunteering activities to make a difference in the local community
• Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions.
• We offer generous pension schemes.

Durham University is committed to equality diversity, inclusion and values

Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work.  
As a University equality, diversity, and inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do.  We also live by our values and our Staff Code of Conduct.  At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.  If you have taken time out of your career, and you feel it relevant, let us know about it in your application.  If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role. 

What you need to demonstrate when you apply

To be considered for this role, here are the skills/experience we’re looking for:

Qualifications/Experience

1.     Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics or equivalent experience.

2.     Experience of working in a busy office environment particularly experience of financial/procurement administrative services or having relevant qualifications for the role.

3.     Experience of managing time to meet deadlines and working under pressure without compromising on quality.

4.     Experience of taking responsibility for individual tasks, and also working on tasks that require team working.

Skills/Abilities/Knowledge

5.     Good spoken and written communication skills.

6.     Good digital skills including experience in using digital devices and apps including the internet, email, Microsoft 365 applications (Word, Excel), digital booking systems.

7.     Committed to continuing professional development.

8.     Ability to solve problems and resolve straightforward issues yourself and as part of a team.

9.     Ability to provide advice and guidance to a range of colleagues and customers.

Desirable Criteria

10.  Experience of using financial systems e.g. Oracle; e-procurement

11.  Relevant professional qualification in finance/procurement e.g. AAT

How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above.  Where there are desirable criteria we would also urge you to provide any relevant evidence.  Please don’t forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.  

Submitting your application 

We prefer to receive applications online.  We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails 
 
What you are required to submit:
•    A CV 
•    A covering letter which shows examples of how you meet all of the criteria within the Person Specification  

Contact details 
If you would like to have a chat or ask any questions about the role, Lucy Kuene, Finance Manager would be happy to speak to you. Please contact Lucy via [email protected]

Typical Role Requirements   

Here are the kind of activities that you’ll be asked to undertake and ways in which you’ll be expected to operate.

Service Delivery

• Show a commitment to equality, diversity and inclusion and the University’s values.
• Provide an excellent and timely service to our staff, students, your colleagues and anyone else you come across as part of your role including external suppliers.
• Use your experience and problem-solving skills to resolve routine issues with things relevant to your role such as payment queries, and provide information and updates to help your team find solutions.
• Collect, organise and record financial data and information accurately and provide reports as required.
• Promote positive wellbeing arrangements which benefit you and your team.
• When carrying out your role, use and apply relevant professional and regulatory standards e.g. data protection when managing data.
• Use standard office-based devices and applications such as word, excel and Oracle (training provided) to deliver services.
• Update guidance on standard operating procedures followed by the team.
• Arrange event venues, hospitality and travel arrangements for staff and students.

Teamwork

• Resolve queries and respond to requests for information and advice and bring any complex issues to the attention of more experienced team members.
• Help your team organise and provide administrative services that support key activities e.g. purchasing goods and services; financial planning and management undertaken within your service and contribute to team planning activities.
• Help your team ensure that products and services are adapted in response to feedback and to meet changing demands.

Communication/Liaison

• Seek feedback from students, staff, managers, team members and anyone else that you come across as part of your role on their requirements from your service to ensure that their reasonable expectations are being met.
• Record financial information and respond to queries which you receive.
• Liaise with staff in other areas of the University and external suppliers and contactsto ensure that services are being delivered in an efficient and collaborative way.
• Liaise with external suppliers, contractors, specialists and service providers to plan the delivery of services.
• Provide support for managers, such preparing and sending documents for meetings, collating data, generation and financial reports and taking minutes.
• Any other reasonable duties.

Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices – Durham University which provides information on the collation, storing and use of data. 

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.