Apprentice Administrative Assistant - Research Facilities - College of Medical and Dental Sciences - 97856 -

Position Details

College of Medical and Dental Sciences

University of Birmingham, Edgbaston, Birmingham UK
 
Full time starting salary is £16,390 with progression once in post for 12 months to £20,488 a year

Apprentice Band 400

Full time - Fixed term contract for 15 Months

Closing Date: 11th August 2021

Apprenticeship standard: Business Administrator

The training provider for this apprenticeship is University College Birmingham.

Our offer to you
 
People are at the heart of what we are and do. 
 
The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university.  We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success. 
 
We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential.  With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University. 
 
We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate.  We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work. 
 
Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working.  In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries. 

Apprenticeship summary

The College of Medical Sciences operates a number of facilities that provides services and specialist equipment to deliver our research; Enabling Technologies including imaging, flow cytometry and mass spectrometry, the Advanced Therapies Facility, the Henry Wellcome NMR and Laboratories within the Institute of Translational Medicine. 

These facilities are supported and managed via the Colleges Infrastructure and Facilities (I&F) team in partnership with Academic staff.

To provide administrative finance support to the core research facilities within the College of MDS. Maintaining the equipment and service booking systems; updating user accounts for each service and recharging usage to research and external accounts each month. 

To assist the Research Facilities Manager and team, and other college facilities’ staff with record keeping, recharging and invoicing. To liaise between MDS Research Facilities and Facilities Managers, our college Business Partners and the Research Finance Team on account set-up, monitoring and queries.

Main duties the apprentice will learn

Maintain and update booking systems

To keep the Stratocore on-line facility management system up-to-date: 
•    To process new user access/account creation requests 
•    To process grant code change requests and general enquiries
•    To update invoicing pages with current pricings and subsidies
•    To assist in processing project requests and other Stratocore administrative tasks
•    To assist in the update of Stratocore to improve  compatibility with the Oracle Core administrative system

Manage and process recharges and invoices

Using Excel and the appropriate Accounting tools/software
•    To process facility recharges 
•    To prepare monthly journals from draft invoices downloaded from Stratocore
•    To prepare monthly journals for facilities not managed in Stratocore e.g. Genome Editing/Transgenic facility 
•    To prepare invoices for External Users using the University’s Sundry Invoice Processing System or SIPS 
•    To manage Full Economic Costing (FeC) grant records 
•    To record FeC grant usage monthly
•    To develop the use of pre-paid credit accounts for FeC Awards 

Support the preparation of costings and budgets
•    To assist in the preparation of updated detailed costings for each facility and/or service
•    To assist in checking/correcting facility related costings against those quoted in the applications in the grant submission process in the Facility List in grant management software and on the facilities’ websites

Develop and Improve Recharging and Reporting Processes
•    To assist in developing a streamlined recharging process from Stratocore into the New Core administrative system. This new process should incorporate the facility recharge process with the management of FeC income.
•    Provide statements of usage to facility users on request

Other duties commensurate with the grade and nature of the role at the request of the Research Facilities Manager, including but not limited to:
•    Assist in placing orders and processing delivery notes and/or invoices related to the facilities
•    Ensure that any equipment purchased by the facilities is recorded on the current Asset Register and transferred as required to the Oracle Core administrative system
•    To handle financial queries to MDS Research Facilities and related facilities from internal and external users by telephone and email

Required Knowledge, Skills, Qualifications, Experience 

•   Good verbal and written communication skills with appropriate attention to detail
•    Wide ranging IT skills, with ideally proficiency in Excel to include manipulation of data and application of formulae, development of presentations using PowerPoint and the ability to learn new management information systems quickly and effectively.
•    Ability to work proactively, independently and as part of a team
•    Organised and able to prioritise own workload according to changing business needs and daily work constraints
•    Able to work under pressure and deal with confidential and sensitive data in accordance with appropriate legislation
•    Ability to uphold and demonstrate the University values of Excellence, Leadership, Pioneering Spirit, Purposefulness and Pragmatism to a level commensurate with the grade and extent of this role
•    Ability to uphold and demonstrate the core values and behaviours of the Infrastructure and Facilities team; integrity & respect, approachable & responsive, collaboration & collective responsibility, knowledgeable & innovative
•    Educated to at least GCSE Grade C in Maths and English or equivalent 
•    Ability to learn to work with a diverse range of stakeholders courteously, diplomatically and confidentially
 

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