Discretionary Funds Officer
23012018
Job Title / Discretionary Funds OfficerFaculty/ School/Department / Student Affairs
Responsible to: / Operations Manager
Job Purpose
To assist the OperationsManager in the provision and development of a wide range of support services to students, taking particular responsibility for the administration of discretionary funds for students, including the Access to Learning Fund, Learner Support Funds and the university’s own hardship fund and appropriate trust funds;
To assist the OperationsManager in the provision of financial services to the department
Main activities and responsibilities
1)To be responsible for the assessment of individual student applications to various discretionary funds and ensuring a fair and transparent system for the benefit of students.
2)To co-ordinate, monitor and control all financial processes and accurate records relating to the Discretionary Funds, including; regular monthly monitoring, reconciliation to the University financial ledger system.
3)Liaison with University financial management and preparation for both internal and external audit.
4)Monitor appropriate service standards, and with the OperationsManager, ensure compliance with both legal requirements and the demands of goodpractice
5)To prepare accurate reports/returns and to analyse statistics for:
a)internal and external audit,
b)funding bodies
c)relevant University committees.
d)Student Affairsmanagement
6)Maintain a thorough knowledge and understanding of policies, issues and legislation relating to student funding including discretionary funds.
7)Provide expert advice and opinions on policies, issues and legislation on student funding including discretionary funds to the OperationsManager, Student AffairsSenior Management Team and others in the department, across the University and appropriate external organisations.
- Assist the OperationsManager to establish and monitor appropriate policies and procedures relating to the assessment and administration of discretionary funds.
- Develop a close operational partnership with the Student Finance Advisers in order to successfully deliver aspects of student financial support including short term loans.
- Monitor and collate feedback from students and staff by appropriate means as part of the departmental continuous quality improvement plan
- Liaise with University faculties and service departments and appropriate external agencies including DIUS, NASMA, other universities, funding bodies, charities and trusts.
- Deputise for and provide administrative assistance to the OperationsManager as required
- Be an active member of appropriate professional organisations
Additional Key Requirements:
Managing people and resources
Will provide support to administrative support staff in preparing and interpreting data reports.
Communication
Communicate detailed information (sometimes complex) to colleagues at all levels.
Provide advice on the operation and availability of funds to colleagues across the Department and wider University
Evaluate the most effective way to present funds data (including guidance) to ensure effective allocation of funds
Maintain good working relationships with relevant external organisations and present the University to best effect.
Teamwork and collaborative working
Work collaboratively with colleagues across the Student Affairs department and wider University as needed to ensure fund information and guidance is available and utilised effectively.
Work flexibly to ensure that demands for ad hoc reports or assistance are met whilst deadlines for scheduled reports are also observed
Initiative, problem solving and decision making
Be proactive in identifying data issues and/or risks.
Analyse and solve varied problems within own area of work, including issues about prioritising competing demands and managing conflicting deadlines.
Proactively identify and co-ordinate activities to deliver the University’s internal and external reporting requirements.
Work environment
Be aware of risks in the work environment and the potential impact on own work
Person Specification
Essential:
Educated to A Level or equivalent
Experience in interpreting and applying complex rules and procedures
Experience in using electronic financial systems
Evidence of continued professional development in one or more of the following:
- Operating spreadsheets and financial systems
- Policies and procedures relating to student financial issues
Ability to balance and prioritise conflicting pressures and demands and to meet strict deadlines
Excellent written and oral communication skills
Excellent interpersonal and presentational skills
Ability to understand complex legislation, government guidelines and policy issues and apply them
Ability to analyse data and use the results of the analysis
Strong financial literacy
Excellent organisational skills
Desirable
Educated to degree level or equivalent
Previous experience of Discretionary Fund, Assessment and/or coordination
Experience of providing customer-facing services
Experience of working in a Finance Team and delivering budgetary control
Knowledge of charity and trust funds
Knowledge of student support-related policies and practices
Knowledge of student financial policies, procedures and practices
Knowledge of benefits and tax credits
Able to demonstrate:
Strong IT skills particularly Excel and pivot tables
A demonstrable ability to work on own initiative and as part of a team.
A flexible attitude to working practices
Self-motivated
Ability to prioritise work and meet strict deadlines
Ability to work in a student-centred way.
Ability and willingness to consider new ways of working and to apply new technology
Understanding of confidentiality / data protection issues
Demonstrate a confident and robust approach to decision-making
Special requirements
Able to undertake duties at different premises including any University campus as required.
Additional travel may be necessary from time to time in order to attend conferences and events and effectively represent the University in key professional networks.
May be required to work outside normal office hours to support University events and activities or meet service need.
Expectations of all staff
Professional standards
All staff employed by Birmingham City University are expected to exhibit high professional standards which promote and demonstrate the University’s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity.
Equal Opportunities
All staff are expected to understand and enact the University’s commitment to ensuring equality and diversity in all activities. This commitment is enshrined in the Equality Statement and core values.
Dignity at work
Every member of staff has a responsibility to ensure colleagues are treated with dignity and respect.
The University is committed to creating a work environment for all staff that is free from harassment, intimidation and any other forms of bullying at work, where everyone is treated with dignity, respect and professional courtesy.
Health and safety
The arrangements for meeting the University’s health and safety objectives are contained in the Birmingham City University Health and Safety Policy. This includes the responsibilities of key staff and procedures covering the main activities of the University.
All staff are expected to take reasonable care of themselves and those that may be affected by their actions.
Dress code
The University does not operate a formal dress code for its employees, other than for those who are provided with uniform and/or protective clothing. However, employees must ensure that their dress is professional, reasonably smart and appropriate for the situation in which they are working. All staff should ensure that they present a professional image and one that reflects sensitivity to customer perceptions. This may reflect their ethnicity and lifestyle, but should not be provocative or cause offence to those with whom they have contact.
Citizenship
All staff are expected to adhere to good citizenship, being generous with help and support to others, collaborating with colleagues and working for the benefit of the University as a whole. In particular working to provide a positive studentexperience and achieving excellence in all the University’s activities.
This job description indicates the expectations of staff at this level. Job descriptions are not exhaustive and you may be required to undertake other duties of a similar level and responsibility.