THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form

Job Title:Travel and Expenses Services Administrator

School/Department:Financial Operations Travel and Expenses Services

Salary:£22,029 - £26,274 per annum, depending on skills and experience. Salary progression beyond this scale is subject to performance.

Job Family and Level:Administrative, Professional, Managerial, level 3

Contract Status:Permanent

Hours of Work: Full time

Location:King’s Meadow Campus

Reporting to:Travel and Expenses Services Manager

Purpose of the New Role:

To support and develop the services for Travel and Expenses.

Key elements of the role will include user support and advice, system administration, supplier co-ordination and ongoing services development in support of the Travel and Expenses Services Manager.

The University of Nottingham’s Travel and Expense Services Administrator will support the Manager to ensure overall services, contract management and strategy enable the University to achieve its value for money objectives and the Department to achieve its KPI and SLA’s.

These services are deployed to all University staff within the UK and encompasses; an online travel booking tool, a travel fulfilment provider, individual settlement corporate cards, corporate settlement cards, lodge card (Company Account) an online expense reconciliation and authorisation tool, incorporating cash advances, and a travel and expense intranet site. In addition the services manage the day to day operation of the University Purchase Card programme and the export and imports of data from bank files into the University Finance System Agresso as well as the day to day auditing and processing of expenses.

This role will be part of a wider team which consists of the Travel and Expenses Services Manager and two part time colleagues.

Main Responsibilities / % time per year
1. / Operation and inputting of expense auditing for all staff expense claims via Concur Expense and Concept. Export and import of all files relating to the services for travel, expense and cards. Maintenance of specific rates for mileage. Setting system audit rules for expense to ensure policy compliance. Handling queries and mailbox / 40%
2. / Operation and support of travel services provision across the University including working through critical and urgent issues that may have significant impact on the services. Handling queries and mailbox / 30%
3. / Operation and support of card services provision across the University including working through critical and urgent issues that may have significant impact on the services / 10%
4. / Developing and maintaining systems and services at an operational level including training to ensure services meet the changing needs of the University and the market. Making recommendations where appropriate on department policy and service levels in relation to the services. Maintenance of the sections web pages, training materials and documentation. Representing the services at internal/external meetings as required to promote the work activities and receive feedback for further developing the services. Creation of reports / 20%
5. / Any other duties appropriate to the grade and role

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education /
  • HNC or HND in a relevant subject, or equivalent qualifications/certification, OR substantial work experience in a relevant role(s) demonstrating practical and theoretical knowledge in this field of work
/
  • Educated to degree level, or equivalent.
  • Work experience in further or higher education

Skills/Training /
  • High level of IT skills, including MS Word, Excel and ability to use different packages.
  • Ability to understand and interpret business and administrative processes.
  • Experience of delivering training to a group or 1:1.
  • Able to document basic requirements, interpret and communicate recommendations.
  • Experience of planning and progressing a series of work within general guidelines, using initiative and judgement.
  • Sufficient understanding of IT principles and ability to liaise knowledgably with technical staff and conduct basic system configuration changes and processes
/
  • Specialist knowledge of the relevant business areas

Experience /
  • Proven experience of service/system administration within a similar role.
  • Growing awareness of developments in higher education and external professional environment that impact on this role.
  • Thorough knowledge and understanding of the work practices, processes and procedures relevant to the role, includingbroader sector/commercial awareness.
/
  • Experience of Agresso, Concur travel and expense and Concept.
  • Experience of relevant corporate applications in the Higher Education Sector

Decision Making

i)taken independently by the role holder

  • Plan and organise own workload and delegate work
  • Deal independently with enquiries from students and staff and people external to the University
  • Resolve issues/problems not of routine nature
  • Draft reports, important correspondence and recommendations
  • Undertake routine export/imports of financial data
  • Maintain and deliver training as appropriate
  • Maintain and communicate up to date and appropriate practices, policies and procedures
  • Inform, support and advise key stakeholders to ensure ROI and KSF’s met
  • Service content management
  • Provide internal and external representation and support for travel and expenses services

ii)taken in collaboration with others

  • Up-dating central information to enable appropriate communication of the services across the University
  • Liaison with key stakeholders to ensure outputs satisfy needs
  • Delivery of expense, card and travel processes
  • Testing and upgrades, in conjunction with IT and suppliers, to ensure delivery of functionality, capability and development
  • Identification and prioritisation of enhancements
  • Planning and implementation of regular service or configuration changes
  • Identification and resolution of service faults/interruption
  • Identify and escalate issues with current processes and procedures to Manager

iii)referred to the appropriate line manager (Jeannette Harrison – Travel and Expenses Services Manager) by the role holder

  • Serious complaints from student and others
  • Personnel issues relating to other staff
  • Assisting the manager as appropriate to;
  • Formulate strategy and project plans
  • Identify contract content for future tender input
  • Identify market opportunities
  • Achieve KPI/SLA across the section
  • Assess supplier performance
  • Formulate, maintain and enforce University policy and procedures for the area
  • Report creation
  • Deliver medium to long term working plans

Additional Information

This is a vital role, involving managerial, strategic input and supervisory activities; co-ordinating and organising the administration of the section and ensuring its smooth running in support of the Manager, thereby enabling the section to meet its objectives. The role requires the individual to work independently and pro-actively to provide a wide range of advice and support to the Manager, colleagues and all staff at the University. The role holder is expected to liaise with central support services, academic staff and the wider Financial Operations Department in order to fulfil University policy and procedures. They will have an important input into the framing of the Section practices and policies with a view to constantly updating them, improving them and making them more efficient.
Informal enquiries may be addressed to Jeannette Harrison, tel 01158466736 or email . Please note that applications sent direct to this email address will not be considered.