Staffing and Finance Administrator

Reference
1088793

Branch
UCL

Start date
11/11/2024

Duration
Other - See Job

Hours and days
7 weeks, 36.5

Dress code
Not Applicable

Rate of pay
£18.72

Holiday rate
£3.50

Role

Duties and responsibilities

Operational and staffing administration: 

• Monitor the HR and Finance shared inboxes, responding to queries, resolving issues and escalating matters the HR and Finance Manager where appropriate. Prioritise and assist with managing the inbox by setting up folders and filing emails once actioned.
• Process new contracts (including but not limited to honorary, short term, fixed term, as and when contracts) and changes to contracts and funding, and leaver forms using the UCL MyHR system
• Administer one-off payroll payments, Unitemps payments, and other agency worker payments
• Manage staff and visitor access to the department through Services Systems and requesting ID cards. 
• Providing access to the building and requesting keys, where appropriate  
• Maintain and update staffing records in accordance with Data Protection Legislation and GDPR. 
• Connect with the Faculty HR networks and UCL Communities of Practice HR groups 
• Participate actively in the Department’s Equality Diversity and Inclusion committee and provide secretary and administrative support. 

Recruitment, Selection and Onboarding: 

• Perform recruitment for vacant posts, undertaking such activities as advertising vacancies, overseeing recruitment procedures, organising interviews and processing appointments, obtaining references, etc using UCL online systems (Talentlink, MyHR)
• Ensure recruiting managers are informed and comply with UCL’s recruitment and selection policies and procedures, and supporting managers in the preparations and publications of internal and external advertisements.
• Perform induction and onboarding tasks for new starters (including but not limited to requesting IT access and email addresses, coordinating desk space and equipment, performing department general induction meetings, etc)  
• Lead on local safety inductions and fire walks for new starters and visitors 

Finance Responsibilities: 

• Processing of financial transations via UCL MyFinance (purchase orders, invoices,  visitor expenses, etc,) and supporting the procurement activities
• Processing Inter-Departmental Transfers (IDTs) and Intra-Departmental Journals (IDJs) as required
• To liaise with external and internal suppliers in procuring products and services;
• Be an authorised signatory;
• Preparing information and reporting on budgets, on request, to assist the budget holders in decision making and  financial planning
• Maintain and update departmental financial records in accordance with Data Protection Legislation and GDPR.
• Be the first point of contact staff, student and external stakeholders for financial transactions, queries and procurement activities, advising on financial procedures, as required. 

Skills and experience

• Educated to A-Level or equivalent or having acquired relevant experience
• Experience of working in fast-paced administrative environment and providing effective service
• Experience of financial administration and providing financial reporting in a complex organisation
• Experience in HR administration and recruitment processes within organisational policies and procedures
• Knowledge of financial processes and regulations associated with general financial administration
• Knowledge of basic HR policies and processes Experience of working in a Higher Education Institution (HEI)
• Experience of using oracle based systems and accounting systems
• Experience of committee servicing Advanced level of numeracy
• Experience of using a range of computer software packages including MS Office, e-mail, internet, Word and Excel
• Good ability to work effectively under pressure, manage own workload and priories to meet deadlines 
• Good ability to maintain confidentiality, and handle information and communications in a discreet and sensitive manner
• Excellent organisation and time management skills
• Excellent oral and written communication skills
• Good ability to maintain a high level of accuracy and consistent attention to detail 
• Enthusiastic, flexible, and capable of working both independently and cooperatively within a team.
• Good ability to communicate well with people and develop effective working relationships
• Strong ability to learn and use new systems, policies and procedures

Location
Remote

Additional information

Please note to be eligible to work within this role, you must have the right to work in the UK, be physically based in the UK and be able to travel to our London based office for a RTW check (if required). This job will close for applications at 11.59pm on 30th October 2024. Interviews will be held shortly after.

Unitemps reserves the right to close this advert for applications prior to the date specified above, if a high volume of suitable applications are received.

Unitemps payroll is monthly, one month in arrears, please see the payroll dates here.

Apply for job