Financial Administrative Assistant

3 weeks ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To provide comprehensive research financial administrative support to the central Research Support UK team. To maintain system data to enable production of information in support of Research Support Office objectives and University and funder reporting requirements.

**Main Duties and Responsibilities**
1.To provide clear advice and guidance to customers in accordance with standard Research Support Office and financial processes.
2.To process financial transactions including journals and sales invoices ensuring adherence to financial requirements and controls.
3.To administer the team central mailbox allocating to team members, updating systems and resolving routine enquiries.
4.To complete financial documentation for authorisation.
5.To provide transaction reports and documentation for funder and other audits.
6.To assist with the provision and analysis of data.
7.To run exception and control reports and resolve routine issues.
8.To liaise with College Research Support teams and academic researchers to collate timesheets and other documentation ensuring completion within required timescales.
9.To provide standard reports and management information from University systems, as appropriate, to inform management and academic decision-making.
10.To maintain and ensure integrity of data within the University's Research and Financial systems.
11.To set up new customers within the University systems.
12.To maintain up-to-date information on the Research Support Office website to support academic and college research support staff.
13.To arrange events and meetings including room bookings, facilities, catering, invitations and documentation.
14.To provide administrative support for the Research Support Office, including opening and distributing mail, scanning and uploading documentation to the electronic document management system, photocopying, requisitioning and answering telephone calls.
15.To work flexibly across the Research Support Office teams to ensure a proactive response to fluctuations in service demands.
16.To assist with the testing and implementation of systems and procedures to ensure the continuous improvement of the Research Management process and service delivery.
17.To undertake other duties as required in support of efficient management of the Research Support Office.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**
A1 Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.
A2 Knowledge of financial processes and systems.

**Desirable**
B1 ECDL Modules.
B2 HNC or equivalent in a financial discipline.

**Skills**

**Essential**
C1 Good interpersonal and communication skills, both written and verbal.
C2 Initiative and judgement to resolve routine problems independently.
C3 Good analytical and problem solving skills.
C4 Excellent attention to detail and ability to work with high degree of numerical and data accuracy.
C5 Good IT skills including Excel, Word, and networked systems.
C6 Ability to work effectively both independently and as part of a team.
C7 Effective planning, organising and prioritising skills with ability to adapt to changing priorities or requirements.
C8 Ability to undertake assigned tasks in a timely manner and to an acceptable standard.
C9 Strong customer service skills.
C10 Ability to work flexibly and adapt to changing environments.

**Desirable**
D1 Web page editing skills.

**Experience**

**Essential**
E1 Relevant work experience with above qualification.
E2 Experience of maintaining financial and non-financial data.
E3 Experience of using financial systems.
E4 Experience of working in a finance function.
E5 Experience of providing customer service.

**Job Features**

**Planning and Organising**
Manage own workload and plan activities based on external and internal deadlines and service level targets. Balance competing workload priorities from diverse sources.
React quickly, adapt and change plans at short notice to respond to changing requirements and unforeseen circumstances.

**Decision Making**
Develop a good knowledge of funder/customer requirements, as well as internal policies and procedures, and make decisions based on these.
Resolve routine problems using own initiative, with more complex problems being escalated to a more senior staff member.

**Internal/External Relationships**
The role holder will have frequent interaction with College and University Service staff including:

- College research support teams Principal Investigators
- Other members of the Central Research Support team
- College Finance teams
- Finance Office staff
The role holder will be required to liaise with a range of external parties, including:

- Key funder contacts
- Partner higher education universities and commercial organisations

**Problem Solving**
Deal with enquiries from a variet

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