Main purpose of the job
The Department of Electronic and Electrical Engineering is looking for a competent Finance Administrator to provide day to day transactional financial administrative
support to staff and students.
The postholder will be responsible for administering all financial transactions within the department ensuring these are processed promptly, accurately and in accordance with Client's Financial Regulations. They may also assist in the administering of data for research grant funding proposals, providing figures and statistics as requested.
The postholder will assist in financial decision making of the Line Manager, through provision of reports and statistics as required, and will act as a first point of contact for general financial enquiries.
Key responsibilities and outcomes: Financial Systems (MyFinance)
- MyFinance is Client's online finance system. The postholder will use this to process all financial transactions.
- To have specialised knowledge in MyFinance to manage online financial transactions and reporting.
- To assist other members of the team in using the system.
- Liaise with MyFinance team in the exchanging of information and managing financial data, attending meetings as required.
Financial Processing & Procurement
- Responsible for processing all interdepartmental transfers, ensuring the coding is correct and liaising with finance officers in other departments on reconciliations of funds on shared work activities.
- Responsible for the processing and monitoring of expense and travel claim forms ensuring the expenses are allowable and are supported by the correct documentation.
- Responsible for ensuring foreign payment forms are completed correctly and in the currency required.
- Responsible for raising requisitions and purchase orders and receipting goods.
- Responsible for handling sales invoices and liaising with central finance department to ensure these have been paid and distributing the income received to the appropriate accounts.
- Authorised signatory for transactions up to £2,000.
- Responsible for banking income (cash/cheques) received by the department.
- Create and submit purchase requisitions for items such as stationery and equipment using MyFinance.
- Responsible for setting up new suppliers in conjunction with the Client Data Processing office.
- Reconcile department purchases and clear the purchasing account promptly each month.
- Arrange cash and cheque advances as directed, ensuring they are reimbursed by the time specified.
General Finance Administration
- To be a first point of contact for suppliers, staff and student enquiries, advising on correct department and Client procedures and appropriate contacts.
- Responsible for keeping an up-to-date list of all outstanding debtors to the designated area and chasing them for late payment.
- Maintain and update financial records; filing relevant folders, databases, and spread sheets.
- Investigate and resolve discrepancies and queries arising on accounts, involving liaison with Client financial systems, departments, outside suppliers and other institutions.
- Assist Line Manager and Departmental Managerin financial processes associated with Client deadlines such as month-end and year-end tasks.
- Liaise with Client taxation and commercial accounting to ensure that different income streams are being received in to the correct funds for taxation purposes.
- Administer income from workshops etc. as applicable and ensure there is an audit trail.
- Provide cover for colleagues during periods of absence, or assist with peaks in workload in other areas.
- Support activities such as part-time/casual teaching payments, field trip and summer show reimbursements and expenditure as requiredalongside our HR Officer.
- Organise Client insurance for all staff travelling abroad on business/field trips as required.
- Book accommodation, travel and equipment for student field trips and visitors to the department, as required.
Process field course payments for students etc., as applicable
