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

Reporting to the Finance Manager in the Faculty of Science Finance Hub, the Finance Administrator will work as part of a team responsible for the provision of a professional, efficient financial administrative and procurement services. The Finance Administrator will take responsibility for a range of tasks including: providing staff and students with relevant guidance about financial processes and policies; procurement of goods and services from placing orders to receiving and distributing goods; responding to invoice and payment queries; checking balances; maintaining and reconciling financial data; supporting the Finance Manager with the information required for financial reports. The post holder will ensure deadlines are met and service delivery standards are maintained, working in accordance with University and Departmental policies and procedures. They will liaise with other departments and divisions across the University, in particular, Finance Office, Procurement as well as other members of the Faculty of Science Finance Hub. The role holder will be assigned to at least one of the eight departments in the Faculty but will also have the opportunity to support the other departments as needed for instance to help cover peaks in activities or as holiday cover. Whilst the role requires on site activity, on successful completion of training in the role, opportunities for hybrid working in line with business need and with arrangements open to other members of the finance team will be explored with the role holder.

The Finance Administrator will work as part of a team but will take responsibility for their own tasks and be expected to work independently; taking day-to-day decisions and using their experience and initiative to decide on appropriate courses of action and resolve problems, escalating them to managers as needed. They will possess excellent organisational and time management skills, display initiative and flexibility, and demonstrate a commitment to customer service excellence and have an interest in finance.  There will be opportunities for training to support career development and progression.

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 children’s clubs in the summer holidays.
• 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/Person Specification

When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role.  Further information about the role and responsibilities is at the end of this job description.  Where a criteria has an asterisk* next to it, it may be given additional weighting when your application is considered.  

Your application should cover the following criteria:

Essential Criteria  

Desirable Criteria

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:

Contact details 
If you would like to have a chat or ask any questions about the role, the Faculty Manager Sarah Wilbourn would be happy to speak to you. Please contact Sarah at [email protected]

Typical Role Requirements

Service Delivery

• Focus on checking staff and student requirements to ensure the delivery of excellence financial and procurement services.
• Respond to staff and students answering and recording standard financial and purchasing queries to supply good and services and provide guidance of financial processes and policies.
• Solve day-to-day routine financial and procurement problems and source background information within the role. 
• Operate an enquiry service and process requests finding solutions or escalating queries where necessary. 
• Apply professional and regulatory financial procedures and processes and use of systems. 
• Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets. 
• Compile, record, store and archive data and information to ensure the accuracy and safety of information. 
• Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking. 
• Process and update key financial documentation, reports and databases. 
• Place orders for consumables and services including for events, meetings and other activities; receive and check goods and ensure distribution to end-users.
• A commitment to equality, diversity and inclusion and the University’s values.

Teamwork

• Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service. 
• Record data and information accurately and provide reports as required to team members and more experienced staff. 
• Assist team members to organise, plan and prepare for the ordering and handling of goods received including dealing with suppliers and managing related queries.
• Work with team members to ensure the smooth running of administrative processes to support people and business activities.

Communication/Networking

• Provide a responsive and proactive financial and procurement service for staff and students.  
• Flexible in approach to accommodate the needs of team members and/or service users. 
• Liaise with internal and external suppliers, contractors and professional specialists to pass on information, solve problems and deal with queries. 
• Liaise and collaborate with staff in other areas of the organisation to ensure a seamless, smooth and efficient service. 
• Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
• Liaise with representatives from other service areas, professional organisations and agencies where necessary. 
• Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats. 
• Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events. 
• Any other reasonable duties. 

Useful links

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 https://www.durham.ac.uk/about-us/governance/information-governance/privacy-notices/privacy-notices/job-applicants/ 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