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 Finance team, 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 follows. 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.  

Appointment to this post is fixed term for 1 year to cover the substantive post holder’s maternity leave and is not anticipated to be extended beyond March 2024. In the first instance the post-holder will work primarily on assignment in the Department of Geography but as a member of a flexible finance team the post-holder may be deployed to work anywhere within the Social Sciences faculty.

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. 

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. 

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  
1.    Excellent oral and written communication skills.  
2.    Good digital skills including experience in using core digital tools including internet, email, digital communication tools, Microsoft 365 applications, digital booking system.
3.    Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience or qualifications). 
4.    Post-16 qualification or equivalent experience.   
5.    Evidence of relevant personal development to maintain skills.  
6.    Relevant administrative experience in a busy office environment.  
7.    Demonstrable ability to provide advice and guidance to a range of customers and colleagues.  
8.    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.  
9.    Ability to solve problems as part of a team and resolve straightforward issues.    
10.    Experience of working in a team

.  

Desirable Criteria

• Working knowledge of the Acquire e-procurement system
• Understanding of purchasing office procedures, including University regulations and VAT
• Having a good grasp of where your responsibility ends and that of others begins

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

Core responsibilities

• Provide a responsive and proactive support service for stakeholders. 
• Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline stakeholder experience.
• Respond to service users answering and recording standard queries and bookings for activities and/or events.
• Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service.
• Solve day-to-day routine problems and source background information within the role.
• Record data and information accurately and provide reports as required to team members and more experienced staff.
• Operate a booking and enquiry service and process requests finding solutions or escalating queries where necessary.
• Flexible in approach to accommodate the needs of team members and/or service users.
• Assist team members to organise, plan and prepare for events, meetings and activities.
• Liaise with internal and external suppliers, contractors and professional specialists to pass on information.
• Apply professional and regulatory procedures and processes and use of systems.
• 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 that may arise with regards to the purchasing process, and escalate more specialist and complex queries or issues the Finance Office when needed.

Role responsibilities

• Work with team members to ensure the smooth running of administrative processes within the purchasing office and to support people and business activities.
• 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.
• Liaise with representatives from other service areas, professional organisations and agencies where necessary.
• Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking.
• Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats.
• Process and update key business documentation.
• Liaise with external suppliers and specialists to ensure products are sources correctly and invoices paid.
• Make venue, catering, travel and/or equipment arrangements for events, meetings and activities.
• Responsible for raising invoices, journal/recharge transactions and RFPs .
• Place orders using Acquire and/or credit cards with minimum supervision.
• Arrange national and/or international consignment of items.
• Any other reasonable duties.

Service Delivery

•    Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline stakeholder experience. 
•    Respond to service users answering and recording standard queries and bookings for activities and/or events. 
•    Solve day-to-day routine problems and source background information within the role. 
•    Operate a booking and enquiry service and process requests finding solutions or escalating queries where necessary. 
•    Apply professional and regulatory 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 business documentation. 
•    Make venue, catering, travel and/or equipment arrangements for events, meetings and activities. 
•    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 events, meetings and activities. 
•    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 support service for stakeholders.  
•    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. 
•    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. 

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.