The National Archives, UK
Finance Systems Officer
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Finance Systems Officer
Job Opportunity: Finance Systems Officer
As the living, growing home of our national story, The National Archives is a special place to work. We’re an institution nearly 200 years old with a collection spanning 1,000 years of history.
We’re setting ourselves the challenge of becoming the 21st Century national archive – evolving into an inclusive, entrepreneurial, and disruptive cultural and heritage institution. That’s where your skills and contribution will help shape the future of this role.
Job Overview
- Salary: £37,893 - £42,002 per annum
- Contract Type: Permanent
- Band: E / HEO
- Closing Date: Thursday 16th July at midnight
- Work Pattern: Full-time position; applications for part-time working, flexible working, or job share will be considered, prioritising operational needs. Hybrid model: a minimum of 60% work time must be at the Kew site.
This excitement new role within the Finance and Performance Team ensures the upkeep and maintenance of financial systems, guarantees financial data accuracy, and provides technical support across the organisation. Reporting to the Head of Financial Systems, you’ll work across all departments and systems to improve their value and impact.
Job Purpose
Support the Finance Department in maintaining and evolving financial systems, accounting software, and documentation. This is a dynamic and evolving role that offers autonomy and opportunities to shape impact and value. Core responsibilities include:
- Providing technical support, data management, and ensuring the accuracy and integrity of financial data used throughout the organisation
- Supporting the Executive Team with financial updates
- Using automated tools and generative AI to enhance workflows and data-driven insights
Role and Responsibilities
- Financial System Modelling:
- Develop and shape the road map for Workday financials and its configuration to reflect policies
- Work collaboratively to establish user requirements, ensuring Workday systems deliver on expectations
- Maintenance and Upgrades:
- Regularly update and maintain financial systems to optimise performance and accuracy, including Workday and Adaptive Planning
- Implement automated processes using machine learning and AI to streamline complex finance tasks while generating future insights and accurate forecasting
- Financial Data and Spreadsheet Management:
- Manage and maintain spreadsheets for tracking financial data, ensuring data integrity
- Oversee Chart of Account Codes, cost centres, and reporting groups, cross-aligning requirements with different teams
- Develop action plans, project timelines, and prioritising demands to ensure efficient outcome-driven results
- Technical Support:
- Provide first-line technical support to finance staff regarding system issues and troubleshoot problems
- Collaborate with external suppliers to resolve system issues and supervise third-party led projects
- Compliance and Reporting:
- Generate financial reports and summaries required by the finance department
- Maintain forecast and budget templates, uploading the data onto Workday
- Keep comprehensive documentation of financial processes, changes, and updates
- Collaboration and Training:
- Work closely with finance team members and other departments to ensure seamless integration
- Ensure all financial systems and processes meet regulatory standards and compliance requirements
- Train staff on financial systems and develop user-friendly guides
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Essential Criteria
Substantial Experience Required
- Experience in maintaining and improving Financial Information Systems with a high-level knowledge of data structures and financial processes
- Proven expertise in data accuracy, scalability, and financial system integration
- Advanced familiarity with system maintenance and performance optimization
- Direct engagement with budgets, forecasting tools, and reporting processes
Technical and Analytical Skills
- Exceptional experience in Microsoft Excel and sophisticated functions
- Strong problem-solving and analytical skills with demonstrated reasoning and details orientation
Soft Skills
- Attention to detail, precision in financial processes
- Strong interpersonal communication
- Ability to work independently and as part of a collaborative team
Desirable Criteria
- Experience in Government/Public Sector finance environments
- Proficiency in VBA and macros to automate processes
Working Conditions
- Works in a standard office environment
- Designated as a confidential Display Screen Equipment user
Benefits
The National Archives offers:
- Generous benefits package including:
- Pension scheme
- Sports and social club facilities with an on-site gym
- Discounted rates at onsite cafeteria
- Training and development opportunities
- Annual leave entitlement of 22 days (rising incrementally to 30 days after 6 years)
- 10½ days public and privilege holidays per annum
- Further exploration of benefits can be found directly through The National Archives’ HR portal.
Note: Moves to The National Archives from another employing organisation may disqualify applicants from accessing certain government childcare schemes. An alternative Tax-Free Childcare initiative is available.*
Reasonable Adjustments
To ensure fair access during the application process, reasonable adjustments are available for individuals who meet the minimum requirements but may face obstacles. If adjustments are needed:
- Contact The National Archives (via careers@nationalarchives.gov.uk) before the closing date, outlining necessary accommodations.
- Provide detailed adjustment requests via the Reasonable Adjustments section of your application form.
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Security and Nationality Requirements
- Successful candidates must pass a formal Security Clearance Process (confidentiality and disclosure checks).
- Civil Servants and relevant public-sector workforce must also undergo Basic Personnel Security Standard (BPSS) checks.
Open Vacancy to:
- UK nationals
- Republic of Ireland nationals
- Commonwealth nationals with rights to UK work
- EU, Switzerland, Norway, Iceland, Liechtenstein, and family members with legal right to reside or UK-visa holders under the European Union Settlement Scheme
Other nationalities may also fulfill specific visa or residence criteria applicable.
Conceptualization: AI in Application
- AI assistance can assist in shaping applications.
- All statements and examples provided must be truthful, factual, and directly sourced from personal experience.
- Plagiarism or fabricated content may lead to application withdrawal or disciplinary action.
For further information on appropriate AI use, visit the Civil Service Careers Portal.
Application Process
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Steps to Apply:
- Two-stage interview process via Microsoft Teams (Q1) and onsite interviews (Q2).
- Attendants also require submitting:
- Personal Statement: Up to 1000 words detailing relevant career history and qualifications.
- Detailed description of how you meet essential criteria.
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Assessment Criteria: Short-listed candidates will be judged upon meeting these essential requirements:
- Stellar track record in financial systems maintenance
- IT proficiency (advanced use of software like Excel)
- Analytical problem-solving skills
- Extraordinary attention to detail, especially for financial data
Selection Feedback:
Feedback detailing interview outcomes will only be provided following assessment.
Contact for Further Information
For further inquiries or support with your application, Email: careers@nationalarchives.gov.uk
Additional Information
If you believe your application has been processed contrary to the Recruitment Principles and you wish to make a complaint, initiate by communicating with The National Archives (email: careers@nationalarchives.gov.uk). If remaining unsatisfied, transition to the Civil Service Commission (recruitment complaints page).
Diversity & Inclusion: The National Archives, as part of the Civil Service, supports equality and an inclusive work environment. Engages in the Disability Confident Scheme where candidates with disabilities, meeting minimum criteria, are eligible.
Examples Building: This vacancy benefits from the Great Place to Work for Veterans initiative.
The Civil Service Code defines professional conduct and is integrated into this role. Recruitment aligns with civil service’s fair and merit-based principles.
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