Vacancy Type/Job category
£18,412 to £20,624 per annum
The University of Warwick, Coventry
You will provide transactional and administrative support to the Research Finance Team with responsibility for the complete and accurate raising of invoices as well as for allocating income received from funders and project setup on the University Finance System, SAP. You will be educated to GSCE level or equivalent and will have experience of working in a finance related role using a large finance system, preferably SAP. You will be able to communicate effectively at all levels and have excellent numeracy and IT skills (particularly in the use of Microsoft Office products). The post is full time, although a part time appointment would be considered, and is for a a fixed term until 31st March 2018.
To provide transactional and administrative support to the Research Finance Team. In particular the post holders will be responsible for the complete and accurate raising of invoices on the finance system, as well as for allocating income received from funders onto research codes and project setup on SAP.
Duties and Responsibilities
1. Preparation of invoices; coding of income:
a) Notify departments of invoice/claim date to prompt departments to code all costs onto the project ledger
b) Raise journals to correct mispostings/remove ineligible spend as notified by the Senior Research Finance Assistants or Finance Managers as part of the review/reconciliation process
c) Prepare invoices in accordance with funder payment schedules
d) Confirm that income is correctly coded to the grant
2. Handover from pre award for set up on SAP and then onward to department for project management. Following receipt of project handover and review by Finance Managers:
a) Prompt departments to confirm submission of starting certificates. b) Enter information into SAP to complete project set up on the finance system.
c) Ensure all budget headings reflect departmental management and funder reportin requirements.
d) Set up funder (customer) on SAP, as required.
e) Calculate fixed recharges and salary reallocation percentages, where applicable.
f) Notify department that SAP code set up and ready to spend against.
g) Email department key project management information identified by Finance Managers (e.g. reporting dates; cost eligibility; start and end date) as appropriate (in accordance with agreed protocols).
h) Set up a file with key documents and contract terms clearly marked.
3. Close down of projects:
a) Close down projects in SAP
b) Archive documentation for closed projects
a) Obtain documentation to include on audit files as requested by Finance Managers or Senior Research Finance Assistants, as appropriate
Provide absence cover for work and other ad hoc duties commensurate with grade, as required.
The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.
Essential Criteria 1
Educated to GCSE level or equivalent (a), (c)
Essential Criteria 2
Experience of working in a finance related role. (a), (c)
Essential Criteria 3
The ability to communicate at all levels within the University creating effective working relationships - this includes a good telephone manner and a clear and concise writing style. (a), (c)
Essential Criteria 4
Excellent numerical skills. (a), (c)
Essential Criteria 5
Good IT skills; ability to use spreadsheets, word processors and e-mail. (a), (c)
Essential Criteria 6
Highly motivated, committed, effective and supportive; able to work flexibly, quickly and accurately to tight deadlines. (a), (c)
Desirable Criteria 1
Experience of a large finance system (preferably SAP) (a), (c)
Desirable Criteria 2
Experience of working as part of a team within a large organisation (a), (c)
Desirable Criteria 3
Knowledge of Microsoft Office products (particularly Word, Excel and Outlook) (a), (c)
For further information about the University of Warwick, please read our University Further Particulars .
For further information about the department, please visit the departmental website .
Recruitment of Ex-Offenders Policy
As an organisation using the (DBS) Disclosure and Barring Service to assess applicants’ suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University’s Vacancy pages and applicants may request a copy of the DBS Code of Practice.
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