This vacancy is for internal candidates only and can be applied to via the university's jobs page here.
This interesting and pivotal role brings together the ongoing administrative and financial management of the NERC Environmental Research Doctoral Training Partnership with the development of the Doctoral Training Centre’s high-profile initiatives in EEDI and strategic investment in the output and impact of the Centre. The role involves a wide range of administrative and finance procedures, working closely with academic and administrative colleagues across the University, current students and alumni. The post holder will be an extremely organised individual with strong interpersonal and communication skills and a professional attitude. They will need to demonstrate initiative, sound judgement, confidentiality and a good team ethic, with the ability to work both independently and within a team of administrators.
Management of NERC DTP Casual Payroll
• Advising internal and external lecturers and demonstrators on the procedures and protocol regarding casual work, adhering to all University and DTC processes and regulations, some of which can be complex • Executing Right to Work checks in accordance with strict regulations and ensuring data held conforms to current GDPR legislation • Managing the administration of casual workers, including the collation of working hours data, entry onto the People XD HR system, generating engagement letters, calculation of holiday payments and issuing monthly payments spreadsheets • Compiling data and providing reports on casual payroll to the NERC DTP and DTC senior management teams as required • Working closely with the DTC Finance Officer and HAF to review and revise the casual payroll processes to ensure cohesion across the programmes following the financial merger of the NERC DTP and DTC in 2021
NERC DTP Finance
• Advising students and academics on financial procedures and regulations, with particular reference to allowable grant spending and coding • Generating purchase orders and invoices using Oracle R12 and for tracking all payments • Maintaining a high level of service by proactively progressing financial transactions, e.g. ensuring that purchase orders, payment requests, expenses claims and repeat casual payments are moved through the system promptly, gaining the appropriate authorisations where necessary • Processing expense claims from students and academic staff • Running monthly project reports in R12 for dissemination and discussion with DTP Programme Manager, DTC Finance Co-ordinator and HAF • Processing internal payment journals • Processing monthly and quarterly student stipend payments, liaising with central payments teams as necessary
• Assisting the Programme Manager with events, including induction for new students and annual Open Day for prospective students • Producing reports for renewal of funding (2022/23) grant application • Assisting the Programme Manager with administration surrounding admissions using the e-Vision database • Assisting the Programme Manager with maintaining student records on Access database, spreadsheets, eVision and Je-S (UKRI student database) • Other clerical duties as required to support the programme
• Co-ordination and servicing of the twice-termly DTC EEDI Committee, including minute-taking and dissemination. Working with the academic and student champions to produce the agenda and identify items for discussion • Ensuring information on EEDI initiatives and activities is communicated effectively to the wider DTC community • Working with the DTC HAF to ensure current EEDI legislation is adhered to within the teaching and activities of the DTC • Responsible for advertising the DTC-specific Black Academic Futures funding initiative, working closely with the Graduate Admissions and Funding office on strategy
• Developing and maintaining effective methods of communication with all DTC Alumni (approx. 800) to procure measurable data regarding the impact of DTC students on academia and society, ensuring all GDPR regulations are adhered to for contact • Developing relationships with alumni-focussed colleagues across the university to raise the DTC’s profile and awareness of events • Maintaining information and producing reports on alumni impact such as patents, publications, awards and start-up companies for use in grant funding proposals, annual reports to the Steering Committee and senior management team • Production of a termly electronic newsletter for alumni, including interviews and case studies undertaken by the role holder • Work with the HAF and senior management team to develop social events and academic input to involve alumni, such as an annual dinner and lecturing on taught modules or Professional Development sessions for current students
• Production of a termly electronic newsletter for all DTC students and staff, including interviews and case studies procured by the role holder • Manage and build the DTC-wide presence on relevant social media platforms (LinkedIn, Instagram, Facebook etc) for applicants, current students and staff and alumni • Manage the content of the DTC website to ensure news items are regularly updated for a dynamic marketing tool. Liaise with Programme Managers for individual programme sites to ensure relevant content is shared • Work with HAF to promote the DTC programmes and funding opportunities through internal and external advertising methods, building a network of contacts in order to do so effectively
Essential selection criteria
• Good educational background • Excellent written and oral communication skills, across a broad range of contacts • Proven academic administrative experience • Experience of EEDI work • Proven financial management experience • Excellent IT skills (particularly Word, Excel, Outlook, Zoom and Teams) • Experience of Oracle Financials System (R12) • Experience of E-Vision student system • Experience of Canvas • Experience of web editing • Excellent planning and organisational skills • Committee servicing experience • Proven ability to take responsibility and initiative, make sound judgements and work to minimal supervision • Excellent time management skills and the ability to meet deadlines • Strong team ethic