Job Description
Job Title:
GRACE Project Finance Administrator
Faculty/Department:
Reporting to:
Duration:
Job Family:
Pay Band:
Benchmark Profile:
DBS Disclosure requirement:
Vacancy Reference:
Social Sciences
GRACE Project Coordinator
Fixed term
Finance
5
Administrator (Finance) Band 5
None
FA0131
Details Specific to the Post
Background and Context
As the lead partner in the GRACE Consortium which incorporates Universities of Hull, Lodz,
Utrecht, Bologna, Oviedo, Granada, Central European University, and Association Orlando)
Hull is ultimately responsible to the European Commission and must ensure that we comply
with and meet any financial reporting and auditing requirements of the European
Commission who fund the GRACE as a Horizon 20/20 Marie S. Curie European Training
Network. The total budget for this 48 month project is E3.719 million.
Specific Duties and Responsibilities of the post
The GRACE finance administrator will work in liaison with the Project Coordinator/project
line manager and the Project Administrative Manager and with the support of Faculty
Finance Office as necessary.
The finance officer is responsible for the financial accounting of the GRACE Project budget
and managing the financial reporting tools to the European Commission over the cycle of the
GRACE Project which runs from 1st October 2015 to 30th September 2019.

Specifically this involves:
o having oversight of, but not responsibility for, each Consortium beneficiary’s
project expenditure through periodic internal auditing of the GRACE
Consortium
o detailed financial accounting of the Hull GRACE budget and expenditure as
required by the European Commission
o ensuring that we meet and comply with all the financial reporting and auditing
requirements for GRACE as stipulated by the European Commission
o maintenance of your own time sheets for internal use to monitor your
workload
o Liaison with the project line manager on this project and report to her in the
first instance if you have any concerns about your workload or duties.
o Attending GRACE team meetings as necessary and updating team members
on financial matters, and requesting meetings with the project line manager
as necessary to discuss GRACE financial matters.
o Producing financial spreadsheets, records and reports periodically throughout
the project cycle
Administrator (Finance) Band 5 (Generic)
Version 1
January 2012
GENERIC JOB DESCRIPTION
The job duties and responsibilities listed below are intended to describe the general nature
of the role. The duties and responsibilities and the balance between the elements in the role
may change or vary over time depending on the specific needs at a specific point in time or
due to changing needs in the department. Candidates should note that there may not be an
immediate requirement to carry out all the activities listed below.
Overall Purpose of the Role
The role holder:
 Will provide administrative support in relation to finance to staff and students.
 Will have practical working knowledge of financial system/process/operating environment
gained through formal instruction and/or experience.
 May have specific responsibility for a clearly defined section or sub-section of work and
will use initiative within the boundaries of the role in line with University policies and
procedures. This will include the discretion to deal with non routine queries and/or issues
but more complex situations will be referred to senior colleagues.
 Will plan and prioritise own work and may be required to delegate work to others within
agreed objectives.
Main Work Activities
Communication
 Explain processes and procedures in relation to finance.
 Give advice and guidance on financial issues to staff, colleagues and students
 Type letters and documentation.
 Maintain procedural manuals and associated documentation.
 Give presentations to staff and others on financial regulations and procedures.
Teamwork
 Under the guidance of a team leader, where necessary, provide day-to-day support to
other members of staff and members of staff new to the work area.
 May be required to supervise the work of others and/or provide advice and guidance to
other members of the team.
Liaison and Networking
 Liaise with departments across the University to ensure effective delivery of the service.
 Liaise with external organisations to ensure knowledge is updated in relation to financial
legislation and regulations.
Service Delivery
 Provide administrative support in relation to a variety of financial processes and
procedures.
 Assist in the review of office systems and procedures to ensure effective and efficient
standards.
Planning and Organisation
 Plan and prioritise own work activities working to strict monthly timetables
 May be expected to plan and monitor the work of others.
 Co-ordinate departmental processes in conjunction with senior colleagues.
Data Inputting/Reporting
 Record data as required using Microsoft Office, other financial software and corporate
systems.
 Produce a variety of financial information and reports for use by Senior Management.
Administrator (Finance) Band 5 (Generic)
Version 1
January 2012

Develop, maintain and monitor databases and spreadsheets.
Additionally the post holder will be required to:
 Fulfil the employees’ duties described in the University’s health and safety policies
and co-operate with the health and safety arrangements in place within the department.
May be required to undertake specific health and safety roles on request e.g. Display
screen equipment assessor, departmental safety officer, fire warden
 Show a commitment to diversity, equal opportunities and anti-discriminatory practices
This includes undertaking mandatory equality and diversity training
 Comply with University regulations, policies and procedures
Administrator (Finance) Band 5 (Generic)
Version 1
January 2012
COMPETENCY SPECIFICATION
To fulfil your role, you will need certain knowledge, skills and competencies. The following
competency specification provides a framework within which your performance will be
assessed. The interview assessment may include, for example, testing on IT skills.
The Competencies set out below are essential and are core requirements needed to
perform the role and any candidate who fails the requirement will not be taken forward for
further assessment or to interview.
Competency
Knowledge and Experience
Evidence of substantial experience in an office environment
covering a broad range of administrative tasks in relation to
finance.
Identified by
Application/Interview
Can demonstrate the ability to use a broad range of financial
systems and to learn new systems and software.
Application/Interview
Has a good general education showing clear evidence of literacy
and numeracy. For example, GCSE Maths and English A-C.
Application/Interview
Has an active approach to continuing professional
development/undertaking training as appropriate for personal
and professional development.
Application/Interview
Communication (Oral)
Can demonstrate the ability to provide information in a suitable
format so that the others’ needs are met and adjusts the level of
content to help others understand.
Application/Interview
Communication (Written)
Can demonstrate the ability to summarise information accurately,
in a well structured, clear and concise form.
Application/Test
Teamwork and Motivation
Can demonstrate the ability to work effectively as part of a team. Is
willing to provide cover for colleagues and acts in a supportive
manner.
Application/Interview
Liaison and Networking
Can demonstrate the ability to make contact with others to ensure
that information is exchanged and circulated appropriately to the
right person at the right time.
Application/Interview
Service Delivery
Has knowledge and understanding of services available to users of
this and related areas of work and ensures that the experience of
each customer is positive and satisfactory.
Application/Interview
Planning and Organisation
Can demonstrate the ability to create realistic plans to achieve own
deadlines and objectives. Monitors progress of self and/or others
and can prioritise tasks/activities effectively. Suggests ways of
improving working practices and use of resources.
Application/Interview
Administrator (Finance) Band 5 (Generic)
Version 1
January 2012
Initiative and Problem Solving
Can demonstrate the ability to use initiative to recognise problems
and offer solutions.
Administrator (Finance) Band 5 (Generic)
Version 1
January 2012
Application/Interview