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Finance and Administrative Officer

3 months ago

University of Warwick, United Kingdom University of Warwick Full time

Part-time, permanent position. 22 hours per week (FTE: 0.6).

Our undergraduate programmes are attracting increasing numbers of students and we’re expanding into postgraduate, online, professional development and other exciting markets. As such we need more administrative staff to support our growth.
Now, we need someone who can take responsibility for carrying out the day-to day financial tasks that ensure the smooth running of the School. Specifically, we are looking for a person who:

- likes dealing with numbers and understands processes such as purchase ordering, invoicing and expenses claims.
- has experience of using finance-based systems to monitor budgets and run reports.
- can keep records of goods bought and monies paid.
- is able to communicate effectively with people whose strengths are not numerical to explain procedures and rules to them so that they can understand and follow them.

This is the role of the Finance and Administrative Officer in our School. It’s a part-time time post of 22 hours per week and its possible to work these hours on a flexible basis to suit your circumstances. You could work partly at home and partly in the office as the University is now practising hybrid working.

Interview Date: TBC.
Our School holds the Athena Swan Bronze award which means that we’ve proved that we operate policies and procedures that aim to ensure family-friendly working and transparent recruitment and promotion systems and that we support gender equality.
What’s more, the University offers a generous annual leave entitlement and you can save on the costs of travel, dining out, shopping and entertainment with the discounts offered by partner retailers. You can even join our state-of-the-art gym at a special membership rate for staff

**JOB PURPOSE**

The purpose of this role is to be responsible for all of the everyday finance-related work in the School.

**DUTIES AND RESPONSIBILITIES**

**Procurement**
Much of the job involves ordering equipment and supplies for the School and its staff via the University’s online shopping platform called OPeRA. Computers and stationery goods are common items that need to be bought.
Once orders have been placed, you’ll need to keep records to show if and when the items are delivered - check them to make sure that the correct goods have been received - and then process the invoices from the suppliers so that they are paid promptly.
If there are any queries from the companies supplying the goods or from the University’s Finance Office, you’ll need to respond.

**Asset Register**
We have a list of all of the equipment (such as computers, screens, video cameras) that we have bought and this needs to be kept up to date. When something breaks down and we have to dispose of it and buy a replacement, this Asset Register should be updated to show what has happened.

**Making Travel Arrangements**
Our staff and students sometimes need to travel abroad in order to attend events or carry out research. You will be responsible for making some of these bookings using the University’s approved travel agent.

**Expenses**
Often connected to the trips, are expenses as staff claim back the money that they’ve paid out for meals, hotel stays etc. You will check these claims, (which are made through the University’s online system), to make sure that they are valid and comply with the rules around expenses and then authorise reimbursement to the member of staff.

**Financial Reporting**
This means keeping an eye on the various budgets that are set for different areas by running reports on the financial system, reviewing them and identifying any issues which could cause problems of over
- or under
- spending of the budget.

**Payroll**
Helping to make sure that temporary staff get paid the right amount at the right time. This could involve authorising time sheets submitted by the staff or completing and sending to the Payroll Office forms asking for people to be paid.

**Be a Champion**
As our School’s ‘Financial Regulations Champion’ you will provide guidance to staff and students about the University’s financial processes, systems and procedures. To do this, you’ll have to know all about the Regulation and Procedures yourself and keep abreast of any changes to them so that you can explain the rules to other people.

We may ask you to do other things as well, but these tasks will always be appropriate for your job and its grade and the skills and experience that you bring.

For further information about the University of Warwick, please read our University Further Particulars.

For further information about the department, please visit the departmental website.

As for our School, it is small but growing rapidly We are split into four Divisions which are:
**Liberal Arts -** there are five academic members of staff here and one dedicated administrative role which supports the team. The undergraduate course in Liberal Arts has around 100 students on i