18 Oct

Finance And Resource Assistant Jobs Vacancy at University Glasgow Glasgow

Finance And Resource Assistant
University Glasgow
Glasgow SCT
18 Oct, 2018 30+ days ago

University Glasgow Glasgow urgently required following position for Finance And Resource Assistant. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

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Finance And Resource Assistant Jobs Vacancy at University Glasgow Glasgow Jobs Details:

To provide efficient, forward thinking and effective financial and resources administrative support across the School of Education, specifically through the management of budgets and other resources, and taking into account strategic objectives.

Main Duties and Responsibilities

1. To undertake purchasing across the School, raising purchase orders, managing a purchasing card and ensuring that any expenditure is within agreed budget limits and is made in accordance with the relevant University policies and procedures. Responsible for liaising with external suppliers concerning the purchase of goods and services for the School. Arranging for New Suppliers (including Self-Employed contractors) to be added to the Agresso System.

2. To give initial responses to all internal and external financial and operational enquiries, answering queries, escalating if required and providing advice to staff, students, casual staff, Visiting Speakers and External Examiners on systems and procedures, ensuring the highest standard of customer service is provided.

3. Assist with the administration of the Extended Workforce recruitment and manage the payment processes for the School including arranging Casual Worker Registrations and monthly payments using the HR/Payroll Core system and reporting tool. Records of agreed hours must be kept and reconciled to actual work carried out with any subsequent necessary adjustments being made. Liaising as required with senior practitioners and other senior externals associates in relation to their payments and resolving any issues/problems that may arise with their payments. Assist with the registration and payment processes for External Examiners.

4. Manage the School’s IT Equipment purchasing process including advising staff on the current policy and approved suppliers/equipment and liaising the local IT support to ensure that the School is appropriately equipped. Act as Asset Co-ordinator to ensure that the asset register is updated for all new equipment purchases, ensuring that all asset purchase orders and serial numbers of received assets are entered onto asset register.

5. Liaise with College HR Team regarding upcoming post funding end dates and raise Manager Requests for staff changes on CORE. Act as approver on CORE for MPA staff overtime claims – checking the data and adding in the correct cost coding. Manage the School Leaver’s process making sure that leaving staff and line managers are reminded in advance of the School-Level and University procedures and in conjunction ensuring the return of any equipment listed on the asset register.

6. Assist with the recruitment process for vacancies arising within the School, providing advice on processes, completing paperwork and HR systems as required. Carry out RTW checks for new staff and External Examiners on behalf of the School of Education adhering to the current HR guidelines and seek advice or escalate any issues/concerns to the relevant Senior HR Advisor.

7. Responsible for raising sales invoices for goods and services that the School supply to external organisations/companies on the University Finance system (Agresso).

8. Manage appropriate expenses processes within the School including the preparation of sundry payee claim forms (for non-employees) and foreign payment claims following the appropriate University policies and procedures. Advising staff on self-service expenses claims procedures. Liaising with the relevant person and department to resolve any issues/problems that may arise. Responsibility for registration and payment of expenses of visiting speakers/ Honorary/Affiliate research staff.

9. Assist in the financial management of research and general ledger projects including producing reports from University systems, investigating and correcting anomalies independently to ensure accurate budgetary information is available. Assist with budget forecasts. Responsible for processing journal entries to enable the transfer of income/expenditure for budgetary requirements using the Finance Agresso system. Provide general guidance to PIs on award management and deal with specific queries as they arise. Maintain records and reporting and ensure effective financial management of EU grants.

10. Manage Research Training Support and Conference Support grants for students, so that they are aware of what funding is available to them on a yearly basis, and ensure that all funds available to students are fully tracked by developing and maintaining a database of expenditure incurred in relation to the students. Using this information to produce relevant reports as required.

11. Using MyCampus maintain and update the PGR Supervisor sub-projects to allow PGR income to be credited to the relevant location. Update and maintain course GL information.

12. Assist the School’s Senior Financial Analyst to ensure the effective running of the Schools Finance Office.

13. Maintain and update the Financial/HR information held in the School of Education web pages using T4.

14. Undertake any other reasonable duty as assigned by the Senior Financial Analyst or Head of School Administration.

Knowledge, Qualifications, Skills and Experience

A1 Scottish Credit and Qualification Framework level 7 (Advanced Higher/ SVQ level 3, HNC) or equivalent, and experience of personal development in a similar role.
A2 Excellent operational knowledge of Microsoft Office packages.
A3 Current knowledge of Agresso accounting system and Core HR system or equivalent’.
A4 Current knowledge of the University structure, policies, practices and procedures relating to financial and operational processes.
A5 Knowledge of current protocols concerning confidentiality.

B1 Operational knowledge of other GU systems e.g. Bi-Query, MyCampus.
B2 Knowledge of t4 Content Management system.

C1 Ability to prioritise workload and to work to deadlines.
C2 Excellent planning and organisational skills.
C3 Excellent interpersonal and communication skills to deal with research staff, and the wider academic community.
C4 Ability to analyse and resolve problems.
C5 Ability to work both independently using own initiative and as part of a team and be flexible according to the varying needs of the School and its Research Centres and Networks.
C6 Up-to-date skills in Microsoft Office suite; in particular a demonstrable ability to create and manipulate spreadsheets.
C7 Ability to handle confidential information, both written and verbal.
C8 Financial skills sufficient to analyse financial data and transactions, monitor budgets and report financial details.

E1 Experience of working in a finance or operations team at University of Glasgow.
E2 Experience of working with financial information sufficient to analyse financial data and transactions, monitor budgets and report financial details.
E3 Experience of preparing monthly payroll data for processing by payroll department.
E4 Experience of decision making, involving independent analysis and judgement.
E5 Experience of organising events.
E6 Experience of handling confidential Finance, Operations and HR related information.

Job Features

Provision of administrative support to c.90 academic staff, 30 support staff, and 10 research students in receipt of support grants; facilitating implementation of complex processes and procedures using detailed knowledge and experience effectively to enable clients’ needs to be effectively facilitated and fulfilled.
Process c.200-300 purchase orders each month, paying invoices of c. £1.4m per year.
Support payments for c.100 external teaching staff workers, making payments of over £500k per year.
Support payments for c.40 GTA staff, making payments of c. £30k per year.

Planning and Organising
Plan and prioritise work in advance to ensure financial and all other deadlines are met, including:
  • Prioritising urgent documentation to ensure payments are with the Finance Office to be processed urgently
  • Prior to month end, complete journals as required to ensure expenditure is reflected in correct project and/or account code. Ensure salary journals are sent to the Finance Office with sufficient time to be processed for month end
  • Ensuring expenses, sundries, overtime claims and Extended Workforce payments are submitted on time to meet the monthly deadlines set by the Finance Office
  • Liaise with academic staff to ensure relevant purchases are processed within the timescale set by research contracts
  • Planning the purchase of databases for the subject groups in advance, which are required at specific points of the year
  • Planning for year-end by ensuring all sales invoices, purchase orders and goods received notes are raised, to ensure income and expenditure is allocated in the correct financial year
  • Resolving queries from School staff and students and when required other University departments

Decision Making
  • Resolution of financial and administrative problems appropriate to level of grade, ensuring adherence within budgetary constraints and University policies, while referring complex issues to Senior Financial Analyst and/or Head of School Administration
  • Informing staff of the correct forms required to be completed, depending on their query
  • Identifying the correct project codes to be used, and linking the correct account codes to expenditure and income
  • Identifying gaps or errors in the forms submitted for processing and liaising with staff and claimants to resolve these
  • Checking expense claims to ensure the expenditure is for allowable items
  • Making the decision to add new suppliers to the Agresso system based on the criteria set by the Finance Office
  • Provide Extended Workforce and external claimants the correct information they require including any supporting documents that relates to their queries
  • Using initiative and judgement to make correct decisions ensuring procurement processes run smoothly and efficiently for staff, students and external members of the University
  • Providing information and advice on the use of approved University suppliers
  • Ensuring the appropriate use of the School purchasing card

Internal/External Relationships
Communicating with a wide range of both internal and external contacts:

  • School of Education Financial Analyst
  • School of Education Head of Administration
  • Research and Teaching Group Leaders
  • Head of School / Head of School PA
  • Academic and support staff
  • University Finance Department
  • College HR Department
  • University Central Recruitment Team
  • College Research Support Office
  • University Procurement Office
  • University IT Department
  • Students
  • Building Superintendent
  • University Estates and Buildings

  • Suppliers
  • Customers
  • External Examiners
  • External Teaching Staff
  • External Research Partners

Problem Solving
Use skills, knowledge, initiative and experience to solve the problems or queries that arise:
  • Pro-active detection and resolution (appropriate to grade) of financial and administrative problems
  • Continuous process review, appropriate to grade, to highlight and resolve administrative and practical difficulties
  • Act as first point of contact for incoming queries from the Finance Office arising in connection to the payment of invoices, differences between purchase orders and invoices and the use of the School purchasing card
  • Act as first point of contact for incoming queries from Payroll arising in connection to the payment of overtime, sundry payees and staff and student expenses
  • Liaise with external suppliers relating to their requirements for purchase orders or the payment of invoices
  • Liaise with staff, students and atypical workers regarding payments and expenses and clarifying any aspects of the claims which appear incomplete or incorrect
  • Use initiative to identify issues and independent judgement on maters to be investigated and analysed

Post requires discretion in the handling of confidential information.

Standard Terms & Conditions

Terms & Conditions
Salary will be on the Management, Professional and Administrative Grade 5, £22,017 - £26,243 per annum, pro rata.

This post is offered on a part-time (28 hours p/w) and fixed-term (secondment cover) basis to April 2019.

Visit our website for further information on University of Glasgow’s School of Education at:

New entrants to the University will be required to serve a probationary period of 6 months.

The successful candidate will be eligible to join the National Employment Savings Trust (NEST) Pension Scheme.

Vacancy Ref: 023259, closing date: 31 October 2018.

It is the University of Glasgow’s mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment.

We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equity.

The University of Glasgow, charity number SC004401.

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