Job Purpose
Responsible and accountable for the day-to-day financial processes within Commercial Services ensuring accuracy and timely reporting of financial data, to the Heads of Service & Senior Finance Analyst (Commercial Services).
Work as a key member of the Commercial Service accounting team, assisting with processing and reporting of financial data, including the effective control and reconciliation of data within Saffron (stock control system), Kinetics (Conference and Accommodation system) and Agresso (finance system).
Main Duties and Responsibilities
1. Ensure the delivery of high-quality output with a strong focus on controls, process and reporting, as appropriate. This includes, but is not limited to:
- Manage and prepare the daily banking journals, reconciling any variances in a timely manner.
- Ensure that the Purchase to Pay process is adhered to by the Commercial Service team and that overdue tasks are minimised and closed out quickly, assisting on resolving price variance and goods receipting queries when required.
- Working with the Commercial Service Contract Manager and Procurement to ensure all contractual purchase orders are raised in accordance with University guidelines, suppliers are paid on time, and providing updates in advance of quarterly supplier KPI meetings.
- Working with the Commercial Service Finance Team to provide data and management information insights across Commercial Services.
- Manage the process for setting up new suppliers, working closely with the wider Commercial Service team to ensure that requests are processed in a timely manner.
- Manage the central Commercial Services mailbox, being the first point of contact for internal and external financial and operational enquiries, answering queries and escalating if required.
- Responsible for updating and maintaining a detailed and accurate list of student damages charged and collected, arranging the quarterly payment of damages paid and reconciling the data monthly for university balance sheet and third party accommodation management company, liaising with accounts receivable and the accommodation manager on old debts, including write-offs.
2. Month End Processes & Controls
- Responsible for the processing of income into Agresso, from non-integrated sales platforms ensuring effective reconciliation, including query resolution and appropriate escalation.
- Responsible for the preparation of month-end journals, including income accruals, investigation of issues with postings and raising of sales orders with external customers for assigned service areas.
- Manage the monthly catering card process ensuring effective reconciliation and reporting.
- Take ownership for the preparation of balance sheet reconciliations, ensuring appropriate evidential back-up is added to support each reconciliation.
- Assist with financial analysis of month-end finances, providing commentary on performance per area, including any recommendations for improvements in revenue/contribution.
- Preparation of forecast adjustments based on performance and discussions with service areas.
- Be main point of contact for integration between the Catering and Finance Systems (Saffron/WRS/Agresso).
- Support the Commercial Services Team with Monthly Reporting Packs to Head of Finance (US), and Heads of Service within the Commercial Services directorate.
3. Continuous Process Improvement and Business Efficiencies
- Challenge the status quo associated with current processes to identify risks and opportunities for process improvement in a bid to deliver Business efficiencies particularly across the current purchase to pay processes adopted.
- Review of annual Purchase Order and Licensing Contracts making recommendations to streamline processes.
- Proactively identify any areas of risk and carry out the necessary analysis and recommendations to reduce / mitigate said risk.
4. Financial Audit
- Assist in both internal and external financial Audit queries, providing accurate and timely information to Senior Finance Analyst (Commercial Services).
- Assist the Commercial Services Team with the VAT review, including Catering & Event services ensuring effective compliance and reporting.
5. Adhoc project work
- Support the Senior Finance Analyst (Commercial Services) on any Projects, including provision of training and guidance to staff, as appropriate.
- Contribute to project work which will drive forward strategic benefits for the University and use financial data to validate proposals.
- Provide support and assistance to the wider University Services Finance team as required from time to time to help meet operational demands and deliver a high quality of service in a timely manner.
Knowledge, Qualifications, Skills and Experience
Qualifications / Knowledge
Essential:
A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or: Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.
A2 Knowledge of financial and accounting procedures, particularly accrual accounting.
A3 Book-keeping or management accounting experience (2 years minimum).
Desirable:
B1 Accounting qualification, HNC in Accounting or equivalent.
Skills
Essential:
C1 Strong organisational and time management skills, with the ability to multi-task and deliver high quality work unsupervised and within deadlines.
C2 Ability to challenge the status quo and to demonstrate experience of identifying areas of process improvement.
C3 Ability to investigate, interrogate & analyse financial data.
C4 Effective oral and written communication and interpersonal skills, with the ability to challenge assumptions and practices with diplomacy, as well as having a customer centric approach processes.
C5 Proven understanding of control, governance and risk awareness, and the ability to enforce across a team.
C6 Well developed analytical and problem solving capability.
C7 Excellent Team Player.
C8 Flexible in approach, with the ability to react in a constantly changing and learning environment.
Experience
Essential:
E1 Recent relevant experience working as a Finance Assistant in a complex and fast paced environment.
E2 Experience of using computerised finance systems.
E3 Extensive experience in using MS Office, minimum of Intermediate level within Excel.
E4 Experience of working with and communicating financial data to Non- Financial Stakeholders.
Desirable:
F1 Experience in the use of Agresso Financials and Saffron Stock System .
F2 Line Management experience.
Closing date: 14 August 2024
Terms and Conditions
Salary will be Grade 5, £25,138 - £29,605 per annum.
This post is full time and open ended.
As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.
As a valued member of our team, you can expect:
1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.
2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https: // www. gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.
3 A flexible approach to working.
4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https: // www. gla.ac.uk/myglasgow/staff/healthwellbeing/.
We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https: // www. gla.ac.uk/myglasgow/humanresources/equalitydiversity/.
We endorse the principles of Athena Swan https: // www. gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.
We are investing in our organisation, and we will invest in you too. Please visit our website https: // www. gla.ac.uk/explore/jobs/ for more information.
Vacancy Ref : 151411 Close Date : 14-Aug-2024 23:45