Durham University
Science Faculty Finance Administrator
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The University
At Durham University we are proud of our people. A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other.
Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally. Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer.
We would be thrilled if you would consider joining our thriving University. Further information about the University can be found here.
Find out more about the benefits of working at the University and what it is like to live and work in the Durham area on our Why Join Us? - Information Page.
The Role and the Department
The successful applicant will be a member of the Science Faculty Finance Hub working collaboratively with colleagues to support a number of our academic departments. The successful candidate must be able to:
- Work independently
- Act effectively on their own initiative
- Have an excellent personal manner and keep calm under pressure
The post holder must liaise confidently with both staff at all levels throughout the University and with external contractors both orally and in writing.
Working as part of a team, the main duties and responsibilities of the role are as detailed below (see Typical Role Requirements). It is of note that the list below is not exhaustive of all tasks and requirements of the role. Workloads and day to day tasks, commensurate with the grade, will be discussed and agreed with the post holder and the line manager. The post holder may also be required to assist with other duties within the faculty, commensurate with the Grade and experience, as the need arises. Although on-site presence is a key element of the role, some hybrid working is possible in agreement with the line manager.
Working at Durham
A competitive salary is only one part of the many fantastic benefits you will receive if you join the University:
- You’ll receive 27 days annual leave per year in addition to 8 public holidays and 4 customary days per year - a total of 39 days. The University closes between Christmas and New Year.
- No matter how you travel to work, we have you covered. We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.
- You can access exclusive discounts via our benefits portal including money off at supermarkets, high street retailers, IT products such as Apple, eating out and days out at various attractions.
- Our on-site nursery is rated Outstanding by Ofsted, and you can access holiday camps for children aged 5-16.
- We provide wide-ranging health and wellbeing support including discounted membership for our state-of-the-art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
- We offer all staff the opportunity to take part in volunteering activities to make a difference to the local community.
- Our family friendly policies, including maternity and adoption leave, are among the most generous in the higher education sector (and likely above and beyond many employers).
- If you are keen on advancing in your role or career, we have a genuine passion for developing our colleagues from qualifications to IT skills, courses and apprenticeships.
- We offer generous pension schemes with varying contribution amounts to help you plan for your future.
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Durham University is committed to equality diversity, inclusion and values
Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work.
As a University equality, diversity, and inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do. We also live by our values and our Staff Code of Conduct. At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive.
We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities. If you have taken time out of your career, and you feel it relevant, let us know about it in your application. If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role.
What you need to demonstrate when you apply
To be considered for this role, here are the skills/experience we’re looking for:
Qualifications/Experience
- Five GCSEs at least Grade C or level four (or equivalent) including English Language and Mathematics or equivalent experience.
- Experience of working in a busy office environment delivering front line administrative services or having relevant qualifications for the role.
- Experience of managing time to meet deadlines and working under pressure without compromising on quality.
Skills/Abilities/Knowledge
- Good spoken and written communication skills.
- Good digital skills including experience in using digital devices and apps such as Microsoft 365 applications.
- Committed to continuing professional development.
- Ability to solve problems and resolve straightforward issues yourself and as part of a team.
- Ability to provide advice and guidance to a range of colleagues and customers.
Desirable Criteria
- Working knowledge of the Oracle Financials system.
- Understanding of purchasing office procedures, including University regulations and VAT.
- Having a good grasp of where your responsibility ends and that of others begins.
How to apply
To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above. Where there are desirable criteria we would also urge you to provide any relevant evidence. Please don’t forget to check if there is any weighted criteria (see above).
While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.
Submitting your application
We prefer to receive applications online. We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails.
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What you are required to submit:
- A CV
- A covering letter which shows examples of how you meet all of the criteria within the Person Specification
Contact details
If you would like to have a chat or ask any questions about the role, Finance Manager, Helene Rusby, would be happy to speak to you via h.e.rusby@durham.ac.uk
Typical Role Requirements
Here are the kind of activities that you’ll be asked to undertake and ways in which you’ll be expected to operate.
Service Delivery
- Contribute to equality, diversity and inclusion and the University’s values.
- Use your experience and problem-solving skills to resolve day to day routine issues and source necessary background information and updates to help your team find solutions.
- Use standard office-based devices and applications such as Word, Excel and PowerPoint to deliver services.
- Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets.
- Compile, record, store and archive data and information to ensure the accuracy and safety of information.
- Provide a responsive and proactive support service for stakeholders ensuring the smooth running of administrative processes within the purchasing office.
- Respond to service users answering and recording standard queries and bookings for activities and/or events.
- Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service.
- Record data and information accurately and provide reports as required to team members and more experienced staff.
- Operate a booking and enquiry service and process requests finding solutions or escalating queries where necessary.
- Flexible in approach to accommodate the needs of team members and/or service users.
- Process and update key business documentation.
- Responsible for raising invoices, journal/recharge transactions and one-time payments.
- Place orders using Oracle and/or credit cards with minimum supervision.
- Arrange national and/or international consignment of items.
- Make venue, catering, travel and/or equipment arrangements for events, meetings and activities.
Teamwork
- Resolve queries and requests for information and advice that may arise with regards to the purchasing process and escalate more specialist and complex queries or issues the Finance Office when needed.
- Help your team organise and provide administrative services that support key activities undertaken within your service and contribute to team planning activities.
- Help your team ensure that products and services are adapted in response to feedback and to meet changing demands.
- Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats.
Communication/Liaison
- Record information and respond to queries which you receive.
- Liaise with staff in other areas to ensure that services are being delivered in an efficient and collaborative way.
- Liaise with internal and external suppliers, contractors and professional specialists to pass on information and ensure products are sourced correctly and invoices paid.
Any other reasonable duties.
Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Job Applicants/Potential Job Applicants - Privacy Notice which provides information on the
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