Reports to: / ‘Business Inspiration’ Project Manager
Key Contacts: / Team members; SMEs within the Greater Lincolnshire Local Enterprise Partnership (GLLEP) area. Business support service providers; Project Managing Authority; BGU Finance Office and Marketing Office.
Job Grade: / Grade 4
Period: / Fixed term – To 31stJuly 2020
Hours / Full Time – 37 hours a week
Annual Leave / 22 days plus Public Holidays
Location / The post-holder and team will initially be based on the main BGU campus in Lincoln off Longdales Rd, LN1 3DY, until such time that the new LORIC facility opens in early 2018. From that point the whole team will relocate there. Some travel across the GLLEP area will be required.
Outline of the post
The Administration / Finance Officer reports to the Project Manager and is responsible for providing financial, administrative and clerical services. This includes processing and monitoring payments and expenditures and preparing and monitoring the necessary returns and reports to the external project Managing Authority (MA) and to internal bodies such as the project Steering Group. Providing these services in an effective and efficient manner will ensure that project records and finances are accurate and up to date, that beneficiary businesses are paid in a timely and appropriate manner and that vendors and suppliers are paid within established time limits.
Job Description
Project administration
General administrative support to the ‘Business Inspiration’ project
To develop, implement and maintain office policies and procedures
To liaise with all office contractors and service providers and ensure the efficient running of the office including IT systems and other equipment
Maintaining accurate project documentation records iaw MA requirements and BGU Record Keeping policy whilst adhering to all relevant laws and procedures relating to Data Protection
Maintaining schedules and details of project financial transfers and other project-related payments required and their due/defrayal dates, ensuring that they are executed in a timely manner according to relevant contracts
Maintaining a schedule of internal and external reporting deadlines, ensuring that the reporting requirements of project-related contracts are fulfilled in a timely manner; and that all necessary information required for MA reports is received from team members, project beneficiaries and strategic partners, on time and completed as required for onward submission
Supporting project staff in the preparation for, and assisting in,internal and external audits
Organising and recording all aspects of projects interns and placements, as appropriate
Supporting the organisation of the project’s Steering Group meetings and annual reviews; preparing and distributing agendas, papers and minutes as required
To maintain, monitor and order all office and stationery supplies within agreed budgets
To book staff travel, conferences and training where required
Arranging translations of programmes publications as required.
Project finance
Ensuring that project expenditures are efficiently tracked according to the agreed project budgets; keeping the PM informed of incoming and outgoing project funds
Receive, verify and process invoices and requisitions for goods and services; verify that transactions comply with financial policies and procedures
Preparing in a timely manner accurate financial reports as required by the MA or for internal monitoring processes.
Continuing Personal Development
Maintain own programme of continuing personal development relating to own activities and the activities of the team as a whole.
General
To attend appropriate training and staff development sessions, and participate in an Annual Performance Review process
To comply with the University’s Health and Safety Welfare Policy, legislation and practice
To maintain professional standards in relationships, including non-discriminatory practice
To undertake any other duties as may reasonably be required, including administrative duties appropriate to this role
Ensure compliance with Corporate Governance procedures, procurement regulations and the Data Protection Act.
PERSON PROFILE
Administration / Finance Officer
Area / Essential / DesirableEducation / Qualifications / Educated to A level or equivalent qualification orexperience
GCSE Math’s & English GradeA-C
Skills, Knowledge and Experience / At least 2 years’ experience of project / programme administration
Experience in administrating substantial project budgets
Experience in maintaining filing and tracking systems
High level of competence in using software packages, including main Microsoft Office applications, and especially Excel spreadsheets.
Commitment to accuracy and attention to detail
Excellent interpersonal skills and ability to relate to people at all levels internally and externally
Ability to plan, balance and cope with competing priorities
Excellent written and verbal communication skills / Experience of creating / using a database
Experience of organising meetings
Management of information resources, both paper-based and online, including CRM systems
Personal Qualities / Careful and conscientious with demonstrable attention to detail
Pleasant telephone manner and efficiency in relaying messages and taking instructions
Ability to work in a team, or independently under the direction of the line manager
Good organisational and time management skills with the ability to work under pressure and to multiple deadlines
Professional and diplomatic at all times – trustworthy and discreet when handling confidential information
Willing and able to work occasional evenings and weekends
This post will be partly funded by ERDF/ESIF Funding through to the end of December 2019