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**About the role** We have an exciting opportunity to join the Finance & Grants team in the Department of Paediatrics as our Finance Assistant. You will play an important role in the contribution of financial administration, ensuring financial transactions are recorded and processed accurately in line with financial controls. You will provide effective support through great communication and organisational skills. You will be working in a growing department within the Medical Sciences Division. The Department of Paediatrics is a world leader in child health research and hosts internationally renowned research programmes in drug development, gastroenterology, haematology, HIV, immunology, neuroimaging, neuromuscular diseases and vaccinology. This position is offered full-time on a fixed-term contract initially for 2 years. Part-time applications may be considered. **About you** You will have a good level of numerical accuracy, and be committed to achieving both individual and team goals through excellent team working. You will have the ability to work methodically, generating high volumes of accurate work with meticulous attention to detail. You will be educated to GCSE standard or equivalent, and be a competent user of Microsoft Excel. Previous experience of working in an accounting environment, within a higher education or research establishment and experience of the University’s Oracle financial system is desirable. **Application Process** You will be required to upload a CV and Supporting Statement as part of your online application. The Supporting Statement should include a cover letter and should also clearly describe how you meet each of the selection criteria listed in the job description. Click here for information and advice on writing an effective Supporting Statement. To discuss the post in more detail, please contact Emily Davis, the Finance Manager, using the contact details: emily.davis@paediatrics.ox.ac.uk Only online applications received before 12.00 midday on 21st May 2024 will be considered. Interviews will be held as soon as possible thereafter.
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_________________________________________________________________________ Job description and selection criteria Job title Finance Assistant Division Medical Sciences Department Paediatrics Institute of Developmental and Regenerative Medicine (IDRM), Location IMS-Tetsuya Nakamura Building, Old Road Campus, Roosevelt Dr, Headington, Oxford OX3 7TY Grade and salary Grade 4: £25,138 - £28,759 per annum (with a discretionary range to £31,396 per annum) Hours Full time (36.5 hours per week) Contract type Fixed-term (2 years) Reporting to Fiona Smith, Senior Finance Officer Vacancy reference 172482 The role You will be part of the Paediatrics Finance & Grants team. The team comprises of 9 members of staff and you will be reporting directly to the Senior Finance Officer. You will deliver an excellent level of service to internal customers whilst ensuring financial policy and controls are adhered to. You will support the team and foster a “right first time” culture whilst looking to improve efficiency and striving for continuous improvement. Responsibilities • Processing all requisitions in line with university financial policy and supporting shoppers through the process. This involves obtaining quotes, tender exemptions, justifications, order acknowledgments and evidence of price. You will challenge shoppers, where necessary, to obtain value for money by using preferred suppliers. Review new supplier requests from end users and ensure they are justified. You will complete new supplier request documentation and monitor with colleagues in the central Finance Division that these have been processed. • Be responsible for the preparation and entry of invoices for payment to ensure supplier payments are made in accordance with payment terms. • Be responsible to ensure VAT has been correctly accounted for, to send VAT exemption declarations and ad-hoc VAT certificates to suppliers. • Respond to straightforward internal and external enquiries, providing advice on financial procedures and policies and referring to the Senior Finance Officer and Finance Manager where necessary. • Maintain good working relationships with suppliers and colleagues in the University's central Finance Division. • Ensure you keep an up-to-date knowledge of the University’s Finance regulations, policies, and procedures. • Other routine and comparable computer and clerical duties as required. • To undertake other responsibilities commensurate with the grade of the post as requested. Selection criteria Essential • Educated to GCSE standard or equivalent with evidence of numerical ability. • Computer literate with experience of utilising MS Office, in particular Microsoft Word, Excel, and Outlook. • Excellent time management skills with the ability to prioritise tasks, organise own workload, and work to deadlines. • Able to generate high volumes of accurate work, with high attention to detail. • Effective written and verbal communication with people at all levels. • Ability and willingness to work as part of a team. Desirable • Understanding or experience of University’s Oracle financial system. • Experience of working in financial administration. • Willing to study AAT. Department of Paediatrics Finance Assistant Job Description 2 Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks Additional security pre-employment checks This job includes duties that will require additional security pre-employment checks: • A satisfactory basic Disclosure and Barring Service check due to the nature of this position working with sensitive data. • University security screening (e.g., identity checks). About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cuttingedge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. The University of Oxford has recently published their New Ways of Working framework to ensure professional service staff can continue to support the University’s academic mission whilst working on site or remotely. For more information, please visit https://hr.admin.ox.ac.uk/newways-of-working Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. Department of Paediatrics Finance Assistant Job Description 3 Department of Paediatrics The Department of Paediatrics is a world leader in child health research and hosts internationally renowned research programmes in drug development, gastroenterology, haematology, HIV, immunology, neuroimaging, neuromuscular diseases and vaccinology. Our work spans from early proof-of concept fundamental science, all the way up to its application in clinical settings. We continue to shape the landscape of medical science through positively impacting the lives of millions of children from our global research programmes, academic resources, and commitment to success. Our broad research base positions the department in a pivotal role and subsequently a world leader in child health. With research facilitates in the UK and abroad, we work on a global scale, building a paediatric network in the medical science community. We are committed to inform and inspire external audiences worldwide through our public engagement and outreach activities. In 2021, we successfully administered a grant value of £130,895,28 obtained through 168 projects. Our strong relationship with funding bodies have also been a contributor to the successes and milestones in children’s health research. With strong support from the Wellcome Trust, NIH, Cancer Research UK, UKRI, MDUK, Bill & Melinda Gates Foundation, Academy of Medical Sciences and the NIHR, we have employed 360+ staff, researchers, and students. These figures continue to grow as we expand our activities to overcome the multitude of challenges within children’s research health. For more information please visit: http://www.paediatrics.ox.ac.uk/ The Department of Paediatrics holds a silver Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. Medical Sciences Division We are an internationally recognized centre of excellence for biomedical and clinical research and teaching, and the largest academic division in the University of Oxford. World-leading programmes, housed in state-of-the-art facilities, cover the full range of scientific endeavour from the molecule to the population. With our NHS partners we also foster the highest possible standards in patient care. For more information please visit: http://www.medsci.ox.ac.uk/ Department of Paediatrics Finance Assistant Job Description 4 How to apply Applications are made through our e-recruitment system and you will find all the information you need about how to apply on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants) Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting https://staff.web.ox.ac.uk/recruitment-support-faqs advice is available at: Non-technical questions about this job should be addressed to the recruiting department directly at recruitment@paediatrics.ox.ac.uk or using the contact details in the online advertisement. To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our e-recruitment system to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Department of Paediatrics Finance Assistant Job Description 5 Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Department of Paediatrics Finance Assistant Job Description 6 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Department of Paediatrics Finance Assistant Job Description 7
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Standard Grade 4: £25,138 - £28,759 per annum (with a discretionary range to £31,396 per annum)
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Department of Paediatrics, Admin Team, Institute of Developmental & Regenerative Medicine IDRM, Old Road Campus, Oxford
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About the role We have an exciting opportunity to join the Finance & Grants team in the Department of Paediatrics as our Finance Assistant. You will play an important role in the contribution of financial administration, ensuring financial transactions are recorded and processed accurately in line with financial controls. You will provide effective support through great communication and organisational skills. You will be working in a growing department within the Medical Sciences Division. The Department of Paediatrics is a world leader in child health research and hosts internationally renowned research programmes in drug development, gastroenterology, haematology, HIV, immunology, neuroimaging, neuromuscular diseases and vaccinology. This position is offered full-time on a fixed-term contract initially for 2 years. Part-time applications may be considered. About you You will have a good level of numerical accuracy, and be committed to achieving both individual and team goals through excellent team working. You will have the ability to work methodically, generating high volumes of accurate work with meticulous attention to detail. You will be educated to GCSE standard or equivalent, and be a competent user of Microsoft Excel. Previous experience of working in an accounting environment, within a higher education or research establishment and experience of the University’s Oracle financial system is desirable. Application Process You will be required to upload a CV and Supporting Statement as part of your online application. The Supporting Statement should include a cover letter and should also clearly describe how you meet each of the selection criteria listed in the job description. Click here for information and advice on writing an effective Supporting Statement. To discuss the post in more detail, please contact Emily Davis, the Finance Manager, using the contact details: emily.davis@paediatrics.ox.ac.uk Only online applications received before 12.00 midday on 21st May 2024 will be considered. Interviews will be held as soon as possible thereafter.