About
The
Job.
Department of Chemical and Biological Engineering
and Materials
Faculty of Engineering
Finance Assistant
About
The
Job.
Pursue the extraordinary
Overview
About the Department
The Faculty of Engineering is one of the biggest and best engineering faculties in the UK and
strives for excellence in its teaching as well as its world-class research. Independent
assessments of our research excellence confirm more than two thirds of our research to be
either internationally excellent or world leading. Our expertise is extensive – our seven
academic departments and two interdisciplinary programme areas cover all the engineering
disciplines. They are leaders in their fields and outstanding contributors to the development
of new knowledge, linking their research to the teaching of the engineers of the future and
developing the skills of existing engineers. We have already experienced great success as a
faculty, and we intend to build on that success. Our vision is to compete to be the best
engineering faculty in the UK, and to be amongst the best in the world. We will aim to work
across the full spectrum of engineering activity, from fundamental science to professional
practice, and we will contribute fully to ensuring a sustainable future both locally and
globally.
The Department of Chemical and Biological Engineering (CBE) is a thriving department
within the University’s Faculty of Engineering, and has 28 academic staff, 41 research
staff and technicians, 6 support staff and over 300 undergraduate and postgraduate
students. The Department has a vibrant research culture spanning particle science and
technology/nanotechnology, new energy technologies, the environment and
applications of post-genomics bioscience for biotechnology and bio-processing
applications. The Department is experiencing a period of strong growth in both research
and teaching areas.
The Department of Materials Science and Engineering (MSE) is one of the national leaders in
the field: it was rated in the top 4 in the latest Research Assessment Exercise when
accounting for profile and volume, and nationally is 2nd in terms of research income. The
Department currently has around 40 academics, supported by 20 technical and 16
administrative staff. One of seven departments in the Faculty of Engineering, the
Department of Materials Science and Engineering is growing rapidly, and currently has 65
postdoctoral research staff, 141 research students, 19 MSc students and 224 students taking
taught MEng and BEng degree programmes.
Job Role
The Faculty’s finance functions, that support the seven academic departments, two
interdisciplinary programmes and other Faculty level activities, are organised into four
clusters to provide effective inter-departmental working using electronic finance systems
and standardised policies, procedures and roles. Each cluster has a Finance Manager who is
responsible for overseeing the operational overview of the finance cluster. The post holder
will work with the Finance Manager and the Finance Officers in the CBE/MSE Finance Cluster
office, providing financial administration support to both departments. This role will
contribute to the successful management of the departments’ portfolios of research and
project accounts, the procurement function and to student financial support.
Job Description
Main Duties and Responsibilities

Assist the Finance Manager and Officers with financial administration for both
departments, undertaking training as required on corporate systems.

Undertake goods/service receipting of purchase orders within the SAP system to aid the
procurement function and resolve mismatches and queries.

Fax or email purchase orders to suppliers daily.

Date stamp and sort incoming internal mail, staff and student expense claims and
registration forms from casual workers.

Check and prepare expense forms for coding and approval by the Finance Officers.

Deal with routine queries with expense claimants, for example missing receipts or
information.

Prepare casual worker registration forms for approval and take scanned copies of ‘proof
of eligibility to work in the UK’ documentation.

Photocopy and file the above paperwork in accordance with the University’s financial
regulations.

Prepare for the annual archiving to disc of all office paperwork.

Help to prepare the annual Self-audit file and gather evidence to include.

Be responsible for the Finance Cluster Office’s stocks of stationery, requisitioning
replacements as required using the MyPurchase system.

Maintain the files of purchasing card statements and research grant documents.

Deal with customer enquiries, directing them to appropriate information or Cluster
colleagues as required.

Provide back-up for the petty cash holders and outgoing departmental post service as
required.

Any other duties, commensurate with the grade of the post, within the departments or
across the Faculty of Engineering.
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 grades A-C, including Maths and English.
X
2.
Experience of financial administration within a Higher Education
X
setting would be an advantage.
Specialist skills
3.
Knowledge of UK VAT and University Financial Regulations.
4.
Ability to take a systematic, methodical approach to work, with
X
X
high levels of accuracy.
5.
Proficient computing skills and the ability to use a range of
X
software packages such as Word, Excel and email.
6.
Familiarity of financial software systems.
X
Communication skills
7.
Effective communication skills, both written and verbal, the
X
ability to communicate with staff at all levels.
8.
Excellent customer service skills with experience of responding
X
efficiently and effectively to telephone, email and in-person
enquiries.
Team working
9.
Experience of working with colleagues within a team.
10.
Ability to work on own initiative
X
X
Problem solving and decision making
11.
Ability to develop creative approaches to problem solving.
X
Further Information
This post is part-time: working 21 hours per week.
Benefits
Terms and conditions of employment: Will be those for Grade 3 staff.
Salary for this grade: £15,456-£17,184 per annum pro-rata. Potential to progress to
£18,185 per annum through sustained exceptional contribution.
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
Closing date: 27 January 2014
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: David Binns
d.binns@sheffield.a.cuk or 0114 2225979.
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.
It is anticipated that interviews and other selection action will be held on XXX. Full details
will be provided to invited candidates.
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