Role and Responsibilities
Project and Finance Administrator
Administration of projects
Ø Produce costings for various projects as required by Academic colleagues, make recommendations about feasibility and act in an advisory capacity regarding contracts and project specifications.
Ø Liaise with a range of internal and external contacts, to include:
- National College for Teaching and Leadership
- Department for Education
- European funding bodies
- Schools, Colleges and Higher Education Institutions
- Internal departments
- External consultants and partners
- Students and potential applicants
Ø Set up appropriate systems to record and monitor the budget for each project, taking into account specific factors, such as EEC reporting requirements.
Ø Monitor the income and expenditure for each project, produce reports as required, and feedback and contribute to the project team and the School Management Team.
Ø Produce interim or final accounts according to the terms of each project.
Ø Provide a full administration service for matters relating to projects, which may include:
- Producing and updating documents, handbooks and literature
- Arranging bursary payments and processing reimbursement claims for students
- Marketing for projects
- Arranging, attending and minuting meetings and conferences
- Monitoring web page content and arranging for updates as required
- Creating and maintaining appropriate records and filing systems
- Mailshots and data collection
Ø Management of staff accommodation, including Responsibility for overseeing major room move projects, Room allocation, Co-ordination of electrical and data services and telephones, Furniture and equipment and PCs
Administration of finance
Ø Assist the Academic Support Unit Manager in managing School budgets on behalf of the Heads of Department, using the QLx financial management system.
Ø Act as a signatory for financial documents, and deputise for the Academic Support Unit Manager in respect of financial matters as appropriate.
Ø Develop appropriate systems and procedures to assist budget monitoring and reconciliation.
Ø Prepare financial information for budget reconciliation and deal with any queries that arise.
Ø Authorise invoices to collect income, authorise Purchase Orders for goods and services, and process payments, expenses claims and salary claims.
Ø Process and authorise Hourly Paid Claims for payment.
Ø Contribute to the financial planning process, year-end procedures, capital bidding and budget profiling for the Institute.
Ø Take responsibility for updating School written financial procedures and identifying efficiencies and improvements, in liaison with the Academic Support Unit Manager.
Ø Advise Academic colleagues on financial regulations and internal procedures to ensure compliance.
Ø Be responsible for ensuring inventories are updated and submitted to finance by agreed deadlines.
Ø Present financial reports to School Leadership Teams and at monthly budget monitoring meetings with Accountants as required.
Ø Contribute effectively to the work team, and to the Academic Support Unit as a whole. This may include periodically undertaking reasonable additional duties commensurate with the grade of the post.
Ø Demonstrate a commitment to personal and professional development by seeking new knowledge and skills to continuously enhance professional performance and meet the changing demands of the job, and contribute to the development of others by sharing expertise and good practice.
Ø Act as a Mentor to less experienced colleagues within the team as part of the University's Mentoring initiative if required.
Ø To lead and support a team within the Academic Support Unit on a daily basis, to include:
- Monitoring individual and team workloads to ensure that resources can be allocated as appropriate within and between teams.
- Taking reports of sickness absence, notifying the ASU Manager and HR and making any necessary arrangements for cover.
- Authorising leave for their team, including flexi leave and special leave (such as compassionate or study leave) in accordance with University policies.
- Management and delegation of ad-hoc jobs within their team area.
- Liaison with other Team Leaders to ensure co-ordination of workload and sharing of Best Practice across the Academic Support Unit
- Enabling effective two-way communication by meeting regularly with the ASU Manager and with their team.
- Leading training sessions for their team, for example during Away Days or whole-team meetings. This may involve preparation and delivery of instruction, or facilitation of a group discussion with feedback to other teams etc.
Ø To support the Academic Support Unit Manager in all aspects of her role, demonstrating appropriate initiative and taking due regard for matters of a confidential nature, to include:
- Acting as a departmental signatory.
- Dealing with urgent issues in the ASU Managers absence.
- Undertaking appraisals for their team (or other teams if required), and monitoring objectives throughout the year.
- Co-ordinating team objectives where these are set for a work team.
- Managing personnel/disciplinary issues arising in their team and liaising with the ASU Manager or Personnel to resolve if required.
- Assisting with recruitment within the Academic Support Unit as required.
- Assisting with strategic planning for the Academic Support Unit.
- Representing the ASU Manager at internal and external meetings and events.