They will also support the complex finances of the Institute, including the administration and monitoring of various projects.
They will assist with monitoring Institute budgets, contribute to financial planning and year end procedures, process payments and invoices and raise purchase orders.
The ASU provides an administrative service to the Institute of Health and Society and is comprised of twenty three administration staff who are managed by the ASU Manager. Within the overall team is the Work Based Learning support office (comprising eight staff) which is line managed by the Head of Work Based Learning. The post requires excellent organisational skills as well as confident and effective communication skills. The post holder will be required to use their initiative to make decisions on a day to day basis and will deputise for the ASU Manager in their absence.
In the supporting statement of your application form please give evidence to demonstrate how you meet the essential criteria listed in the person specification; you are advised to address each item on the person specification in turn and give specific examples of activities you have undertaken.
Closing date: Thursday 07 Dec 2017
Reference number: ASUD1702 - 3473
- Job details
- Band 5 £21,585 to £24,983 a year, with opportunity to progress to £26,494 a year
- Full time, 37 hours a week
- As soon as possible
- Responsible to
- Academic Support Unit Manager
- Responsible for
- Academic Support Unit staff
- Interview date
- Interviews to be held on Monday 18th December 2017
Institute of Health and Society
“The University is a leading innovator in the fields of health and social care”
Dr Jan Quallington, Head of Institute
The Institute of Health and Society offers a wide variety of courses in Nursing, Midwifery, Paramedicine, Psychology, Social Work, Occupational Therapy, Physiotherapy and Continuing Professional Practice, amongst others. The Institute has an excellent track record in quality delivery of professional courses and promoting effective working partnerships with NHS Trusts and other health and social care providers within Herefordshire and Worcestershire.
- Main duties
1. To manage own workload and help co-ordinate the workload of the ASU as a whole, ensuring the successful achievement of deadlines and targets. This may involve undertaking one-to-one meetings with the ASU staff to monitor workloads.
2. To maintain the annual leave, flexi time and sickness records for the ASU.
3. To deputise for the ASU Manager when necessary including supervision of the team, acting as signatory for financial matters, attending meetings and committees.
4. To assist the ASU Manager with team development including recruitment, probation and appraisals.
5. To prepare financial information for the Institute and advise staff on financial regulations and internal procedures as appropriate.
6. To approve, process and record expenditure against budgets.
7. To approve and process monthly expenses for staff and maintain accurate records.
8. To approve and monitor monthly on-line timesheets for students and staff.
9. To assist with raising requests for Hourly Paid Lecturer (HPL) contracts and provide advice to HPL’s as required. To process and authorise HPL Claim Forms on a monthly basis and maintain accurate records of the hours claimed.
10. To assist with the purchasing process within the University using Marketplace software (training will be provided).
11. Ensure inventories are updated, including registering and booking out equipment via the electronic asset inventory.
12. To contribute to the financial planning process, year end procedures, capital bidding and budget profiling for the Institute.
13. To reconcile specific budget spreadsheets.
14. To assist the ASU Manager with co-ordinating staff office moves.
15. To work effectively as part of a team providing support for fellow members of the team when required, including undertaking reasonable additional duties commensurate with the grade of the post.
*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.
*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.
*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.
- Person specification
Please provide evidence of how you meet each of the essential criteria.
1. As a minimum, educated to A level or equivalent standard.
2. Excellent organisational skills and the ability to prioritise and manage a varied workload efficiently.
3. Excellent interpersonal skills with proven ability to communicate confidently and effectively both orally and in writing with a range of people.
4. Ability to maintain the highest standards of professionalism including the need to use excellent judgement, and to deal effectively with issues with integrity and discretion.
5. Excellent IT skills with proven experience of using the Microsoft Office suite (word, outlook), in particular experience of using excel to manipulate data, create reports and work with pivot tables.
6. Fast and accurate keyboard skills.
7. Proven ability to manage and monitor income and expenditure budgets.
8. Ability to work under pressure with proven experience of working in an administration role in a busy office environment.
9. Experience of successfully supervising staff.
10. Ability to use own initiative to make decisions and overcome issues.
11. Ability to keep accurate financial records and adhere to set policies and procedures.
12. Experience of budgetary management.
13. An understanding of the Higher Education environment.
Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.
Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at www.gov.uk/browse/visas-immigration .
Visit www.naric.org.uk/visasandnationality for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.
Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.
In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.
This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.