Finance and Team Administrator - INTERNAL ONLY

Job id: 087668. Salary: £37,332 - £42,099 per annum, including London Weighting Allowance.

Posted: 11 April 2024. Closing date: 24 April 2024.

Business unit: Research Management & Innovation. Department: IP & Licensing.

Contact details:Mike Shaw. [email protected]

Location: Guy's Campus. Category: Professional & Support Services.

King’s College London is seeking a Finance and Team Administrator to support the Innovation@King’s Team that is responsible for the identification, prosecution, marketing and transaction of IP assets arising from research undertaken at King’s College London.

The Finance and Team Administrator works directly with staff from the Innovation@King’s Team specifically to support innovation management activities of the Innovation@King’s Team.

This role also provides support for the Research Grants & Contracts Team with activities such as raising purchase orders, processing invoices, training and travel bookings and equipment ordering.

This post will be offered on an indefinite contract.

This is a full-time post - 100% full time equivalent

The role will provide 2 broad pillars of support to the innovation management activities of the Innovation@King’s team. 

Finance Management

Expenditure

• Raising and managing Purchase Orders 
• Processing purchase invoices to facilitate payment by Accounts Payable colleagues 
• Creating and updating Payables, Expense and Payment records on the Inteum database (IP management software) 
• Logging paid invoices requiring reimbursement by third parties  
• Liaison with internal finance colleagues / external Suppliers to solve queries

Income

• Raising sales invoices on income owed, including quarterly exercise to seek reimbursement of expenditure from third parties  
• Creating and updating Inteum Receivables / Revenue and Payment records 
• Liaison with internal finance department and external suppliers to solve queries 

Activity Codes

• Liaising with IP Administration Managers and Management Accountancy Team to generate and manage Activity Codes against IP & Licensing Agreements
• Support the Director of Innovation@King’s in managing internal translation award funds  

Reporting

• Running monthly expenditure and income reports from Unit 4 Business World for reconciliation and metrics-reporting, liaising with Management Accountancy team as required
• Review of monthly “Unallocated Receipts” report produced by Finance colleagues, liaising with IP Administration Managers to identify revenues to be transferred to IP & Licensing Activity Codes 
• Utilising Inteum (IP management database) to run reports on income, reimbursable expenses and revenue to be distributed
• Update all financial data within the Inteum database and reconcile with Unit 4 Business World 

Deal Monitoring (in liaison with IP Administration Managers)

• Chasing revenue reports from Licensees, and generating sales invoices for income owed to King’s 
• Reporting out to external stakeholders re income due to them, and processing resulting purchase invoices  

Income Distribution (supported by IP Administration Managers)

• Calculating net sums to be distributed 
• Reporting sums to be paid to internal and external stakeholders 
• Generating requisition requests and providing PO numbers to external parties so that they may generate invoices to King’s 
• Liaising with internal Management Accountancy Team on payments to internal parties 

General Innovation@King’s administrative support:

• Organise meetings, workshops and appointments, including room booking (electronic diary), refreshments and AV requirements.  Also book travel and related accommodation. Source venues and locations for on-site and off-site meetings and events as necessary, ensuring smooth co-ordination of all aspects and obtaining best value
• Servicing the New IP and Commercialisation Committees: preparing agendas and circulating presentations on behalf of the Chair (Director of Innovation@King’s) 
• Equipment ordering: Liaising with recognised external and internal service providers on procurement, orders and billing; dealing with associated  queries  
• Web pages: occasional support to the Specialist Engagement and Marketing Manager  
• Post: twice-weekly check of post received at the IP & Licensing office; arrange and track certain courier collections 
• Document management: occasional filing and archiving support 

Other duties

• Undertake other duties as may reasonably be requested by his/her line manager

Essential criteria

Desirable criteria