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Assistant Finance Administrator

Posted 8 March by Birmingham Commercial Easy Apply Ended
We are recruiting for a temporary Assistant Finance Administrator to work within a Higher Education organisation

Working with the Deputy Institute Manager, Senior Finance Administrator, Academic Staff and other Administrative staff, the post-holder will be expected to process all financial transactions with due regard to the University's financial rules and regulations. This will include providing advice, guidance and resolutions to all service users, assessing, processing, monitoring and reviewing financial transactions whilst maintaining a strong audit trail and supporting the development of systems which meet the needs of the College and the University.

Main Duties

Process requisitions and place orders in an accurate and timely manner whilst ensuring compliance with Purchasing Policy, VAT rules, and internal authorisation procedures. Advise staff on purchasing procedures including e-market place, preferred suppliers, alternative suppliers, quotations and financial limits. Liaise with service users initiating requisitions, ensuring quotations or single source approval documents are received in compliance with audit and procurement requirements.

Develop, agree and implement processes relating to the consolidation of orders, the positive promotion of e-market place whilst recognising the conflicting demands from service users, and service users' satisfaction surveys.

Process all invoices for payment in a timely manner, investigating any variances and taking prompt corrective action.

Financial Control
Review all expense claims and any associated paperwork in a timely manner to ensure compliance with all rules and regulations and submit these for payment within the agreed deadlines. Support the development of monitoring mechanisms which seek to strengthen the process including identifying rejected claims, and the reasons for delays in processing claims.

Process any requests for Internal Invoicing, debtors, and recharges in a timely manner whilst ensuring compliance with appropriate reconciliation, authorisation and approval processes. Support the development of monitoring systems which confirm the details of when requests are processed and provide appropriate feedback to the budget holder.

Prepare and schedule appropriate budget reports for all Budget Holders within the School, and regularly review the usefulness of these reports to ensure they meet the changes within the College. Support the development of relevant budgetary control mechanisms and financial information which will enhance the financial control and advice to budget holders.

Comply with all deadlines including year-end deadlines and ensure all supporting papers comply with the guidelines and meet audit requirements.

Advice and Guidance
Support the development of an annual training programme which covers all finance administration processes to all budget holders.

Provide a key communications point for the School, providing advice and support in all aspects of financial administration including use of petty cash, single source approval process, deliveries, and capital asset acquisitions.

Participate as an active member of a busy School Office, supporting stationery stock control, postroom duties and supporting general enquiry handling in the absence of other team members.

Continuous Improvement
Work with Central Finance Colleagues and the Central Procurement Division in order to develop financial administration into a seamless service which provides value for money, minimises risks and delivers an effective service to all users.

Participate in internal audit reviews and implement agreed audit recommendations within agreed timescales.

Take responsibility for keeping up-to-date with developments and issues relating to finance administration including VAT, legislative changes.

Other Duties
Undertake any other tasks which are considered appropriate within the scope of this role.

Person Specification
Good standard of education to at least GCSE A level or equivalent standard
A sound understanding of accounting concepts and accounting principles
Excellent IT skills including Word, financial systems, and the ability to create, maintain and manipulate spreadsheets and databases, and to understand and interpret the information contained in them
Good written and oral communications skills for a wide variety of situations
Ability to work proactively, with appropriate supervision, under pressure and to strict deadlines
Ability to work as part of a team
Strong ability for attention to detail
Ability to maintain strong audit trail
Excellent customer service skills with an approachable and professional attitude

If you are interested in this role please apply

Reference: 34639076

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