About
The
Job.
School of Health and Related Research (ScHARR)
Faculty of Medicine, Dentistry and Health
Research and Finance Administrative Assistant
About
The
Job.
Pursue the extraordinary
Overview
About the Department
One of nine departments in the Faculty of Medicine, Dentistry and Health, ScHARR is based
in modern accommodation, mainly in Regent Court. It brings together a wide range of
health-related
skills in four academic sections and also houses the NIHR Research Design Service for
Yorkshire & the Humber (http://www.rds-yh.nihr.ac.uk/) and the Clinical Trials Research Unit.
ScHARR employs over 300 multidisciplinary staff from disciplines such as Health Economics,
Operational Research, Sociology, Medical Statistics, Nursing, Psychology and Information
Science. There are also clinical skills in Public Health; Emergency and Vascular Medicine;
Rehabilitation and Mental Health.
The School conducts applied and methodological health services research (HSR) and the
2008 Research Assessment Exercise (RAE) confirmed ScHARR as the UK´s most powerful
department
for HSR, with the largest volume of activity assessed as either world-leading or
internationally excellent among institutions returned. It earns over eight million pounds per
year in external research funding.
ScHARR has about 90 postgraduate research students, contributes to the training of
medical students and delivers a very successful suite of Masters level programmes to
graduate students
from around the world. It received an excellent assessment in its 2010 Periodic Review of
teaching.
For more information about ScHARR visit: http://www.shef.ac.uk/scharr/
Design, Trials and Statistics
For more information visit: http://www.shef.ac.uk/scharr/sections/dts
Health Economics and Decision Science (HEDS) Section
For more information visit: http://www.shef.ac.uk/scharr/sections/heds
Health Services Research (HSR) Section
For more information visit: http://www.shef.ac.uk/scharr/sections/hsr
Public Health Section
For more information visit: http://www.shef.ac.uk/scharr/sections/ph
Central Resources Group
For more information visit: http://www.shef.ac.uk/scharr/sections/crg
Job Role
Reporting to the Research Administrator, you will support the finance team within ScHARR
through the development and maintenance of financial records and reports required to
support
a range of academic activity across the School. This will include downloading information
from the University Financial system and building and maintaining accurate, effective and
efficient Excel spreadsheets. High levels of Excel skills are therefore essential.
Job Description
Main Duties and Responsibilities
Build spreadsheets to efficiently and effectively analyse data in the specified format from
information downloaded from uBASE, (the University’s financial system) to minimise the
amount of manual record keeping, building in appropriate checks to ensure the accuracy
of
the data. Use previous knowledge and skills to:
Maintain spreadsheets, ensuring they remain up-to-date based on agreed reporting
cycles
Improve the efficiency of existing spreadsheets and financial reports
Provide advice and act as a trouble-shooter within the ScHARR Finance Team on
building accurate, efficient and effective spreadsheets
Provide costings through the University Research Management System (URMS) for
research
applications and estimate other staff costings as required by researchers and other staff
Assist the Research Administrator in monitoring the progress from successful application
to
set-up of account by:
Regular checking of the online Research and Innovations ‘Contracts Tracker’
Liaising with the Contracts Office where necessary to follow up progress
Contacting ‘lead institution’ collaborators to ensure that the collaboration with
Sheffield is progressing within the agreed timeframe
Assist the Senior Finance Administrator with post award financial monitoring through
uBASE,
and help with routine queries from researchers on the status of their accounts
Assist the Research Administrator to maintain and monitor systems on different research
areas, principally in Excel e.g.:
Flexibility and Sustainability funding streams, ScHARR Travel accounts, ScHARR
Strategic Support account
Awards and applications by funder
Confirm with researchers whether details of ‘Costing Approved’ projects were
submitted as
applications and inform R&IS of any change of status
Generate monthly reports on research awards and applications
Generate and upload monthly reports onto Research Sharing database
Assist the Research Administrator with updating of the SWAP (ScHARR Workload and
Activity
Planner) database
Control and administer Petty Cash and the prompt banking of all incoming cheques and
cash
Produce purchase requisitions on myPurchase (the University procurement system) on
behalf of staff across the School who do not have direct access themselves, i.e. academics
and students
Produce Purchase Orders on uBASE for all requisitions within the School, ensuring VAT
code
and account codes are accurate with appropriate vendor details included
Routine maintenance of blocked invoices using a specialist report available on uBASE. This
involves: checking orders and resolving any queries to ensure that invoices are processed
promptly by Finance; working pro-actively with ScHARR and colleagues within the
University
professional services, as well as external organisations to resolve issues delaying the
payment
of invoices
Routine maintenance of the uBASE Order Status reports to check outstanding orders and
resolve any issues that are causing a delay in processing. Maintain records of financial
documentation when required to support the uBASE system to meet external audit
requirements
Process Expense and Fee Claims ensuring that supporting documentation is complete and
that claims comply with the University’s financial directives. Work with the Central
Payments
department to resolve any queries promptly.
Process Casual and Bank Worker, and Graduate Teaching Assistant claims promptly on a
weekly basis.
Assist the Research Administrator to maintain a ‘funding diary’ of key application
deadlines
Any other ad-hoc requests commensurate to the grade and post as required by the
ScHARR
Finance Team.
Planning and Organising
Recognise the importance of tasks and prioritise accordingly.

Plan own workload using initiative to meet deadlines.
Plan own workload using initiative to meet deadlines.
Person Specification
Applicants should provide evidence in their applications that they meet the following
criteria. We will use a range of selection methods to measure candidates’ abilities in these
areas including reviewing your on-line application, seeking references, inviting shortlisted
candidates to interview and other forms of assessment action relevant to the post.
Criteria
Essential Desirable
Qualifications and experience
1.
5 GCSEs at Grade C or above including Maths and English (or
X
equivalent).
2.
Good general computer skills including knowledge and
X
experience of email and internet systems, word processing,
spreadsheets and databases.
3.
Advanced Excel skills, including a broad knowledge of the major
X
groups of formulas/ functions/ features of Excel, such as IF;
LOOKUP; Pivot Tables, lists etc.
4.
Experience in the development of spreadsheets from scratch.
X
5.
The ability to present data in a clear and easily understood
X
format.
6.
Experience of using uBASE (SAP software).
X
7.
An understanding of the principles of good spreadsheet design.
X
8.
Ability to prioritise multiple tasks and effectively use time
X
management skills to meet deadlines.
Communication skills
9.
Effective communication skills, both written and verbal.
X
10.
An awareness of how to deal with confidential information
X
appropriately.
Team working
11.
Experience of working as part of a small team and on own
X
initiative
Problem solving and decision making
12.
Ability to determine the most appropriate method to analyse
X
and
present data.
Personal effectiveness
13.
Ability to concentrate on routine tasks over an extended period
X
maintaining attention to detail.
14.
Excellent organisational and co-ordinating skills.
X
15.
Ability to work with the minimum of supervision and act on own
X
initiative seeking guidance when necessary.
16.
A willingness to participate in training relevant to the role.
X
Further Information
This post is fixed-term: for a period of 2 years, available immediately.
This post is full-time:
This role has been identified as a full-time post, but we are committed to exploring flexible
working opportunities with our staff which benefit both the individual and the University
(See www.sheffield.ac.uk/hr/guidance/flexible). Therefore, we would consider flexible
delivery of the role subject to meeting the business needs of the post. If you wish to explore
flexible working opportunities in relation to this post, please contact the recruiting
department via the contact details provided below.
Benefits
Terms and conditions of employment: Will be those for Grade 4 staff.
Salary for this grade: £17,678 to £19,802 per annum.
Closing date: 13 January 2014
More details on salaries, terms and conditions and our wide range of benefits for staff are
available at www.sheffield.ac.uk/hr/reward/structures
Informal enquiries:
For all on-line application system queries and support, contact:
e-Recruitment@sheffield.ac.uk .
For informal enquiries about this job and department, contact: Research Administrator, Mari
Bullock
(m.bullock@sheffield.ac.uk) 0114 222 0714 or Senior Financial Administrator, Nikki Croft
(n.a.croft@sheffield.ac.uk) 0114 222 0891
Selection-Next Step
Following the closing date, you will be informed by email whether or not you have been
shortlisted to be invited to participate in the next stage of the selection process. Please note
that due to the large number of applications that we receive, it may take up to two working
weeks following the closing date before the recruiting department will be able to contact
you.
The University of Sheffield is committed to achieving excellence through inclusion.
The University of Sheffield is proud to be a Two Ticks employer
www.sheffield.ac.uk/hr/equality/support/twoticks/
The University has achieved the Athena SWAN award for Women in Science, Engineering
and Medicine
Pursue the extraordinary
Pursue the extraordinary