Part Time Financial Administrator

Job Summary

The University's facilities at Garthdee have undergone major transformation within the last ten years, bringing a new level of service to the local community, staff and students. Estates and Property Services is the largest support service within RGU, with approximately 200 staff involved in the day to day management and development of the University.

With proven experience in a financial administrative role, a strong understanding of Microsoft Excel and a high focus on accuracy and attention to detail, you will provide financial administration support to the Estates Department.

The hours of work are 24.6 hours per week, over 5 days, Monday to Friday.

In keeping with RGU's commitment to work/life balance you will have the opportunity to work from home for a portion of the working week and also benefit from a generous pension scheme, 46 days (pro rata) annual leave (including statutory days), an onsite nursery and sports centre, as well as a range of voluntary health and travel benefits.

To apply, please submit your CV along with a cover letter detailing your suitability for the role against the requirements set out in the person specification.

 

Job Description

RESPONSIBLE TO: PA to Director/Office Co-ordinator

RESPONSIBLE FOR: N/A

PURPOSE OF POST: To provide financial administration support to the Estates Department.

PRINCIPAL DUTIES:

Budget and Finance
Compile and submit Estates department (£10.3 million allocation in financial year 23/24), Catering and Accommodation budgets.

Download and analyse detailed monthly budget showing current and cumulative expenditure to objective and subjective code levels, to ensure budget holder and other staff are appraised of current budget situation. This is to include convening monthly in-person budget meetings with all team leaders.

Investigate and resolve discrepancies discovered from budget downloads. Prepare and submit resultant budget transfer forms and memos as required.

Advise primary budget holder on issues resulting from budget expenditure level - providing further detailed information as required. Work with the budget holder to resolve these issues where possible and escalate to senior management where required.

Prepare various reports, memos, supporting calculations and spreadsheets to ensure senior management are kept fully appraised of current EPS budget situation at various stages throughout the year - pre and during submissions, for projections year end out-turn etc. This is to include preparation of monthly property costs reports.

Ensure all monthly recharges are processed to recognised timescales. This will include maintenance costs, rates, rent etc.

Prepare detailed quarterly reviews with appropriate budget projections four times per year (or as required) including supplementary reports.

Undertake Financial year end procedures including accruals and prepayments.

Statistical analysis of budget trends for year on year comparisons.

Advise staff on general financial issues, ie budget coding, procedures, payment dates, etc.

Liaise with Financial Services re policies and procedures.

Manage fixed asset inventory for office.

Initiate purchase orders in relation to professional fees, subscriptions and memberships and maintain database of transactions.

Produce and compile EMR (Estates Management Report) statistics and submit with the approval of the Director within prescribed timescales.

Rating and Valuation
Ensure receipt of and check accuracy of all rate and council tax demands for all University premises. Advise Estates Procurement of required monthly payments.

Create and maintain rates database to ensure accuracy of information with regards to University premises and payments.

Liaise with Aberdeen City Council on all matters affecting council tax and rates.

Provide admin support to Senior Project Manager on rating valuations and rating assessment submissions.

Payroll
Record and collate all paysheets, overtime, payroll and on-call claim sheets before forwarding to Deputy Director ensuring approval to required deadlines. Submit approved forms to Financial Services

Distribute payroll reports to team leaders on a monthly basis and ensure any corrections are made in a timely manner.

Liaison with Payroll to resolve payroll related queries.

General Admin
Maintain databases of current staff details, salaries, start dates, leave dates etc.

Provide support, when required, for Estates Department during periods of planned and unplanned absence. This may include Switchboard and Reception cover.

Carries out such other related duties as may be assigned.

 

Person Specification

ESSENTIAL REQUIREMENTS

Qualifications and Professional Memberships

Highers (or equivalent) - above Level 3, including English and Maths

Knowledge & skills

Excellent verbal and written communication skills

High level of discretion and good interpersonal skills

High focus on accuracy and attention to detail

Experience

Proven experience in a financial administrative role 

IT proficiency in Microsoft packages, in particular a strong understanding of Microsoft Excel

DESIRABLE REQUIREMENTS

Qualifications and Professional Memberships

Certificate/Qualification in Business Administration or Business Studies

 

Behaviours

Behaviour 1: Communication - Ability to receive, understand and convey both straightforward information, and information requiring careful explanation, in a clear and accurate manner

Behaviour 2: Team Development - Experience of providing advice or guidance to new starts

Behaviour 3: Service Delivery - Experience of giving customers a positive and satisfactory service, by providing accurate and up to date knowledge of services available in own and related areas of work

Behaviour 4: Pastoral Care and Welfare - Experience of calming and reassuring those with work/study related problems who may be experiencing distress and dealing with difficult welfare situations or confidential matters