Finance Administrator

Durham University

Finance Administrator (
Job Number:
Social Sciences Faculty Office
Grade 4:  £23,144 – £24,533 per annum
Open-Ended/Permanent  Full Time
Contracted Hours per Week: 35
Closing Date
: 21-Nov-2023, 6:59:00 PM
Disclosure and Barring Service Requirement: Not Applicable. 

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 Finance Hub team in the Faculty of Social Sciences & Health but may also be required to assist with other duties within the Faculty, commensurate with the Grade, as the need arises. 

The successful candidate must be able to: work independently; act effectively on their own initiative; have an excellent personal manner, and keep calm under pressure.  The post holder must liaise confidently with both staff at all levels throughout the University and with external contractors both orally and in writing.

Working as part of a small team, within the Finance Hub the main duties and responsibilities of the role are as below. It is of note that the list below is not exhaustive of all tasks and requirements of the role. Workloads and day to day tasks, commensurate with the grade, will be discussed and agreed with the post holder and the line manager.  

In the first instance the post-holder will work primarily on assignment in the Law School but as a member of a flexible finance team the post-holder may be deployed to work anywhere within the Social Sciences faculty.

The role is currently hybrid working, but the post holder will be expected to be on site at least 2 days per week. 

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. 

Working Arrangements

At Durham we recognise that our staff and students are our greatest asset and we want to support the health and wellbeing of all.  Hybrid working supports this ethos and provides many benefits to our colleagues, including empowering people, where their role allows, to work in a manner which is more suitable for them, whilst encouraging our commitment to environmental sustainability.

Depending on the needs of the business and the job role, Durham University is piloting hybrid working for all Professional Services colleagues  which may include the opportunity to work both on and off campus and to flex working hours.  If appointed to the post, your line-manager will discuss the specific arrangements with you which currently include a normal expectation of at least 2 days working on campus.  Any hybrid arrangements are non-contractual and may change .

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. 

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:
1. A CV; 

2. A covering letter which details your experience, strengths and potential in the requirements set out above;

3. Examples of how you satisfy both the person specification by completing the Supporting Evidence application section. Please ensure you give detailed examples of how you meet these criteria.  

Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.


If you encounter technical difficulties when using the online application form, we prefer you send enquiries by email.  Please send your name along with a brief description of the problem you’re experiencing to [email protected]

We will notify you on the status of your application at various points throughout the selection process, via automated emails from our e-recruitment system.  Please check your spam/junk folder periodically to ensure you receive all emails

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 your department colleagues, students and anyone else you come across as part of your role].

·       Use your experience and problem-solving skills to resolve routine issues with things relevant to your role such as One Time Payments, purchase requisitions, Barclaycard payments and student payments and provide information and updates to help your team find solutions.

·       Collect, organise and record data and information accurately and provide reports as required from Oracle Fusion

·       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 and excel to deliver services.

·       Update guidance on standard operating procedures followed by the team.

·       Arrange accommodation and travel arrangements for the department(s).

·       Responsible for raising invoices, journal/recharge transactions and One Time Payments

·       Place orders using Oracle Fusion and Barclaycards with minimum supervision


·       Plan and prioritise own workload, ensuring compliance with internal payroll and month end deadlines.

·       Be flexible in your approach to accommodate the needs of the team and support other teams as required.

·       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 ensure that products and services are adapted in response to feedback and to meet changing demands.


·       Seek feedback from [students, staff 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 information e.g. bookings for travel and respond to queries which you receive.

·       Liaise with staff in other areas, such as central finance to 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 and events.

·       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

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 asterix* next to it, it may be given additional weighting when your application is considered.  

Your application should cover the following criteria:

Essential Criteria  

  • Excellent oral and written communication skills.  
  • Good digital skills including experience in using core digital tools including internet, email, digital communication tools, Microsoft 365 applications, digital booking system.
  • Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience or qualifications).
  • Post-16 qualification or equivalent experience.   
  • Evidence of relevant personal development to maintain skills.  
  • Relevant administrative experience in a busy office environment.  
  • Demonstrable ability to provide advice and guidance to a range of customers and colleagues.  
  • Experience of working on the front line with service delivery, and the ability to work under pressure and meet tight deadlines without compromising on quality.  
  • Ability to solve problems as part of a team and resolve straightforward issues.    
  • Experience of working in a team
  • Desirable Criteria

  • Working knowledge of Oracle Fusion
  • Understanding of purchasing office procedures, including University regulations and VAT
  • Having a good grasp of where your responsibility ends and that of others begins
  •  on the collation, storing and use of data.
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