PERSON SPECIFICATION

We want to employ people with a wide variety of experiences. We welcome applications from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We are particularly seeking applications from candidates who come from backgrounds that are underrepresented at the University, including people from Black, Asian and Minority Ethnic communities.
We are looking for a team player who will work with colleagues to provide a great service to staff and students. You don’t need to have worked for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University.
This role may be an opportunity for you to build on your experience from working in a previous administrative role or environment, showing your transferable skills and potential to be successful in the role. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team.
Your application will be assessed against the following essential and desirable criteria for the role. Please copy and paste this section into a new document and give clear examples of how you can evidence meeting each criteria by writing under each one. You can draw on elements from any aspect of your life (e.g. work, home, education/qualifications or community life) as long as you focus on their relevance to the role.
Please save your supporting statement in a separate document with the title [YOURNAME-BR NUMBER-JOB TITLE] and attach it to your application in the recruitment system, available here.
Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test).

ADDITIONAL INFORMATION

Continuation of the Job Description

JOB PURPOSE

Provide an administrative service to the School, engaging and completing a range of routine tasks to meet operational and customer service requirements. Providing an efficient and effective customer focused finance service with in the school, ensuring that the school finances are completed in accordance with University’s financial regulations.
This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you can also choose to spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.
As the biggest university in Wales – and a major employer, with more than 7,000 staff – we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.

KEY DUTIES

• Deal with a range of enquiries from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly.
• Collaborate with others in order to make recommendations for developments of established processes and procedures.
• To act as a point of contact for financial enquiries with in the School Finance office and provide a customer focussed service taking account of the needs of the different customers.
• To initiate, receive, check and/or process all orders (ensuring the correct VAT treatments are applied), process invoices and transfer charges relating to School finance.
• To receive and process overseas travel requests, advances and claims, checking their compliance and cost effectiveness, and make all the necessary travel arrangements, if required.
• To raise sales invoices to external stakeholders and liaise with the Finance Division.
• To carry out a range of reconciliations, such as supplier statements, purchase cards and open orders.
• To be responsible for producing accurate financial reports and input and retrieve ORACLE to budget holders as required.
• Work closely with the Finance team by providing cover for other colleagues, contribute to team meetings, identify new ways of working that improve the service, and then look to share best practice across the School.
• To initiate and maintain contact with relevant suppliers and liaise with the Finance Division as required, specifically resolving discrepancies or problems with orders and invoices.
• To be responsible for cheque and cash banking, process cash receipts and initiate cheque payments including administration of petty cash, ensuring compliance with cash handling procedures.
• To develop, evaluate, maintain and supervise all electronic and other data and filing systems.
• To ensure analysis codes and account codes are used is a consistent way.
• Ensure all practices within the School are fully compliant with the University’s financial regulations and procedures.
• Establish working relationships with key contacts to help improve service levels.
• Undertake a variety of administrative duties to support the team and department.
• Gather and analyse data to update administrative systems with accurate information, establishing basic trends and patterns in any data submitted.
• Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team.
  Job Description Continues in Additional Information

GENERAL DUTIES

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• Abide by University policies on Health and Safety and Equality and Diversity
• Perform other duties occasionally which are not included above, but which will be consistent with the role.

HOW WE WILL SUPPORT YOU IN PERFORMING IN THIS ROLE

There are some things that you must have before you can start this role (see ‘Essential Criteria’ below), but other things can be developed either through training, or just by general on-the-job experience. We want to support and develop you once you have started in the role using a combination of the following to get the best out of you:

• Regular one-to-ones with your manager
• An experienced and supportive team around you
• Supporting you through job-relevant training and development that you may require.
• A mentoring scheme