• Job Description

  Req#: 2951

  Position Details

  Transaction Services, Finance Office

  Location: University of Birmingham, Edgbaston, Birmingham UK

  Full time starting salary is normally in the range £23,373 to £24,947

  From 1 November 2023 the salary range will increase to £25,866 to £27,518, with potential progression once in post to £30,820

  Band: 400

  Full Time, Permanent

  Closing date: 8th September 2023

  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.

  The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.

  Find out more about the benefits of working for the University of Birmingham

  Role Summary

  The post holder will be based in one of the Transaction Services teams listed in the below organisation chart and may be required to move between teams from time to time as need arises.

  The post holder is responsible for transactional processing and first line query resolution relating to the payment of invoices, collection of income, and processing of expenses. The post holder will be expected to process these transactions with due regard to the University’s Financial Regulations, departmental processes and policy, and relevant external regulations. This post will be required to provide advice and guidance to service users, by liaising with internal departments, students, external suppliers and customers, and other third-party contacts. The post holder will resolve queries and support the Senior Transaction Services Administrators in resolving more complex matters.

  The role requires sound IT skills, an understanding of accounting concepts within transactional sub-ledgers, and strong communication skills to ensure that services can be professionally managed and good relationships are maintained.

  Main Duties

  Transaction Processing

  • Enter transactions within area of responsibility into the University’s finance systems. Take ownership of transactions and process them in a timely and accurate manner in accordance with the departmental SLAS.
  • Ensure transactions have received appropriate approvals, are compliant with the University’s Financial Regulations, and have correct accounting attached to them.
  • Support team manager in delivering the monthly period close by ensuring input deadlines are met, and quickly resolving any issues arising from incorrectly processed transaction.
  • Provide advice and guidance to University colleagues and third parties about appropriate transaction processing pursuant to departmental policies, with sensitivity to impact on broader processes across Finance.

  Completeness of Income and Expenditure

  • Work with external suppliers and customers to make sure that all income and expenditure is accurately recorded within the finance system and that payments are made or collected as appropriate.
  • Work with University colleagues to ensure that all income and expenditure is recorded and processed in line with the University’s Financial Regulations.
  • Where issues arise, use discretion in determining the appropriate approach to take to ensure completeness of income and expenditure. Adapt to different situations, taking account of our relationship with affected parties, the type of transaction, and any other salient factors.
  • Monitor accounts and perform reconciliations to confirm completeness of income and expenditure. Diligently enforce controls.

  Query Resolution

  • Act as a first line point of contact by telephone, email, and face to face to resolve any issues or queries arising.
  • Handle and resolve queries from both University colleagues and external parties in line with departmental policies and processes. Take ownership of queries and see them through to resolution.
  • Support the Senior Transaction Services Administrators in resolving more complex queries and disputes.

  Other Duties

  • Undertake other duties commensurate with the grading of the post.

  Required Knowledge, Skills, Qualifications, Experience

  • Experience of working in a large customer focused transactional environment
  • Knowledge of general accounting procedures
  • Computer literate: knowledge of Microsoft applications and Oracle Cloud (or similar) accounting software is an advantage
  • Strong literacy and numeracy skills
  • Good communication and interpersonal skills, both written and verbal
  • Strong organising and prioritising skills to meet deadlines
  • Attention to detail, accuracy and problem-solving skills
  • Confidentiality
  • Work well within a team environment, and provide support to other team members
  • Ability to be adaptable and flexible in approach to work, including a commitment to work flexible hours in order to give best customer service
  • Understanding of University regulations and statutory regulations would be advantageous
  • A level qualification or above, or be able to demonstrate substantial relevant experience such that the tasks detailed in the job description can be carried out effectively

  Dimensions

  You will not be required to line manage anyone in this role or manage a budget.

  Planning and organising

  You will be required to manage and prioritise a varied workload to deliver within required time frames. There is also a need to maintain an awareness of activity across the department and wider University as appropriate.

  Problem Solving and decision making

  i) Without reference to others

  • Handle queries through to resolution using discretion when required within the standard terms, policies, and processes of relevant team.
  • Respond to requests for advice and information and queries received from colleagues and external third parties.
  • Prioritise own workload.

  (ii) After consulting others

  • Negotiation of queries and disputes or a complex nature or that fall outside the standard terms, policies, and processes of relevant team or require specialist advice from other departments such as Tax or Internal Audit.
  • Matters that arise that are in breach of the University’s financial rules and procedures.
  • Formal complaints from colleagues and external third parties.

  Internal and External relationships

  This role will be liaising with internal colleagues and stakeholders, and external stakeholders as well with an expectation on maintaining good working relationships with all.

  Informal enquires to Charlotte Frank, email: c.frank@bham.ac.uk

  View our staff values and behaviours here

  Valuing excellence, sustaining investment

  We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working .

• About the company

  The University of Birmingham is a public research university located in Edgbaston, Birmingham, United Kingdom.

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