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Job Description 174965 - Finance Officer
Past vacancies at the University of Oxford
Job Description _________________________________________________________________________ Summary Job title Finance Officer Division University Administration and Services (UAS) Department IT Services Location Central Oxford Grade and salary Grade 5: £30,259 -£ 35,466 with a discretionary range up to £38,599 per annum Hours Full time Contract type Permanent Reporting to Purchasing Manager Vacancy reference 174965 Additional information Will consider an underfill of the role for candidates interested in training for AAT qualifications, at grade 4 £26,638- £30,259 per annum. The role Overview of the role The finance team sits within the Office of the CIO and has a dotted line into Central Finance, via the Divisional Financial Controller for UAS and GLAM. In order to meet the changing needs of the department, the finance team is gradually being reorganised to support a product lifecycle model of operation, as show in the following organisation chart: The role, highlighted in green in the current IT Services Finance structure, sits within the Purchasing Team. It reports directly into the Purchasing Manager. This team manages all aspects of the P2P process and provides a purchasing service to third parties and supported departments in the University. The post will report on a day to day basis to the Purchasing Manager. Responsibilities • Deliver accurate and timely day-to-day transactional workload, month-end processing, and any additional yearend accounting requirements in line with the financial procedures and policies of the University. Including, but not limited to – • Convert Request Tracker customer requisitions into Purchase Orders in Oracle • Enter Request Tracker goods receipt notes into Oracle • Coordinate Request Tracker and ensure that all requests have been fulfilled weekly. • Input invoices and credit notes or Oracle and associated systems • Conduct 3-way matching checks • Prepare and post journals, ensuring adequate back-up information is retained • Reconcile the E20101 purchasing suspense account each month end • Deal with queries associated with the purchase to payment cycle • Regularly review open purchase orders and address any issues. • Regularly review invoices on hold, highlighting any concerns to the Purchasing Manager. • Respond to enquiries, regularly providing advice on financial procedures and policies. Job Description 174965 – Finance Officer 2 Procurement and contract management • Assist with supplier financial appraisals where required. • Conduct cost and spend analysis across the department to inform future procurement decision making, general ledger projections, and capital project planning. • Work with the Purchasing Manager and IT Buyer to create, maintain, and monitor a robust contract management process. Purchasing analysis and reporting • Gather and enter data to our vendor management solution. Use this, and other data sources, to provide insightful analysis and reporting. • Work with the Business Management team to maintain the IT Asset Log. • Support the Purchasing Manager and the IT Buyer in administering our growing AWS and Azure estate. Transacting recharges, distributing reporting, and responding to queries on a regular basis. Other • Work with the rest of the finance team to deliver team objectives. • Contribute towards the continual development and implementation of departmental financial processes and procedures. • Participate in the regular PDR process and undertake any necessary training identified. • Any other duties commensurate with the grade of the post as directed by the Purchasing Manager or Head of Finance. IT Services reserves the right to make reasonable amendments to the job description in consultation with the post-holder at any time. Selection criteria Essential • Previous experience of Financial systems in a complex organisation. • Strong Excel skills, including pivot tables and complex formulae. • Good analytical skills, including confidence in extracting and manipulating data. • An ability to establish and maintain relationships to a high level of effectiveness and gain confidence from a wide range of stakeholders. • High levels of personal effectiveness - particularly co-ordination, organisation, and the ability to focus on achieving deadlines. • A strong desire and ability to maintain a very high level of accuracy in the role. • High levels of personal effectiveness, and integrity. Job Description 174965 – Finance Officer 3 Desirable • Previous experience of Accounts Payables and/or Purchasing. • Financial or accounting qualifications, or working towards obtaining them. • An interest in Procurement. 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 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 cutting-edge. 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. 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. IT SERVICES The role of IT Services is to ensure that the University of Oxford has the robust, reliable, and high-performing IT facilities it requires to support the distinctive needs of those engaged in teaching, learning, research, administration and strategic planning. IT Services, headed by the University’s Chief Information Officer, has around 320 staff across 2 buildings, an annual revenue budget of £22m and an IT capital plan of £60M across three years. The department is divided into groups covering infrastructure services, projects and programmes, software development, and customer services. Our aim is to attract and retain a workforce that is diverse, skilled, creative, and committed. We encourage flexibility in how we work, and welcome part time and flexible working arrangements. As a department we encourage a culture where we respect each other, are accountable for what we do, where we collaborate, give and receive constructive feedback and challenge one another. IT Services is a place where we value and recognise both our own and the contributions of others. By doing so we want to create a great culture to work in and a place where we all feel we belong. Job Description 174965 – Finance Officer 4 For more information please visit: http://www.it.ox.ac.uk/ University Administration and Services (UAS) University Administration and Services (UAS) is the collective term for the professional services departments of the University. UAS comprises structures to: • • • support the University’s core academic purposes of teaching, learning and research; ensure the University can meet the requirements of government, funding bodies and other external agencies; and facilitate the attainment of the objectives set out in the University’s Strategic Plan. The offices of the UAS sections are spread across the city centre, with the main University Offices located in Wellington Square. For more information please visit: http://www.admin.ox.ac.uk How to apply Applications are made through our online recruitment portal. Information about how to apply is available 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 advice is available at: https://staff.web.ox.ac.uk/recruitment-support-faqs Non-technical questions about this job should be addressed to the recruiting department directly hr@it.ox.ac.uk 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 online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Job Description 174965 – Finance Officer 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-privacypolicy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-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 of 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. Job Description 174965 – Finance Officer 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 dependants. 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. Oxford Research Staff Society (OxRSS) A society run by and for Oxford University research staff. It offers researchers a range of social and professional networking opportunities. Membership is free, and all researchers employed by Oxford University are welcome to join. Subscribe at researchstaff-subscribe@maillist.ox.ac.uk to join the mailing list to find out about upcoming events and other information for researchers, or contact the committee on committee@oxrss.ox.ac.uk. For more information, see www.ox.ac.uk/oxrss, Twitter @ResStaffOxford, and Facebook www.facebook.com/oxrss. Job Description 174965 – Finance Officer 7
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Finance Officer - IT Services Location: IT Services, Dartington House, Oxford Working Arrangements: Minimum of 2 days per week in the office, with the flexibility of hybrid working. We have an exciting opportunity available to join our IT Services Department as a Finance Officer. This role requires a minimum of 2 days per week in the office, with the flexibility of hybrid working. About Us IT Services is a pivotal department within the University, ensuring robust, reliable, and high-performing IT facilities that support the diverse needs of teaching, learning, research, and administration. We value the contributions of all team members and strive to create a culture where everyone feels they belong and are recognized for their efforts. What We Offer We are committed to the well-being of our employees, which is reflected in the range of benefits we provide: An excellent contributory pension scheme 38 days of annual leave A comprehensive range of childcare services Family leave schemes Cycle loan scheme Discounted bus travel and Season Ticket travel loans Membership to various social and sports clubs About The Role As a Finance Officer, you will be responsible for managing day-to-day financial transactions and procurement processes within the IT Services department, reporting directly to the Purchasing Manager. Your key responsibilities will include: Processing Financial Transactions: Overseeing purchase orders, invoices, and payments, ensuring accuracy, compliance, and timely processing. Supporting Procurement: Assisting in contract management and supplier evaluations to facilitate efficient and cost-effective purchasing. Conducting Financial Analysis: Preparing reports and performing cost analysis to support informed decision-making within the department. About You We are looking for a candidate with the following skills and experience: Financial Systems Expertise: Proficiency in financial software, such as Oracle, for accurate management of transactions. Advanced Excel Skills: Strong ability to use Excel for data analysis, financial modeling, and reporting. Effective Communication: Excellent communication skills, with the ability to resolve financial queries and collaborate with various stakeholders. We also welcome candidates who are interested in pursuing AAT Level 2 or Level 3 qualifications. Application Process You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is 12 noon on Friday 20 September. Interviews will take place on the week commencing 30 September and will be carried out in person at Dartington House.
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**Finance Officer - IT Services** **Location:** IT Services, Dartington House, Oxford **Working Arrangements** : Minimum of 2 days per week in the office, with the flexibility of hybrid working. We have an exciting opportunity available to join our IT Services Department as a Finance Officer. This role requires a minimum of 2 days per week in the office, with the flexibility of hybrid working. **About Us** IT Services is a pivotal department within the University, ensuring robust, reliable, and high-performing IT facilities that support the diverse needs of teaching, learning, research, and administration. We value the contributions of all team members and strive to create a culture where everyone feels they belong and are recognized for their efforts. **What We Offer** We are committed to the well-being of our employees, which is reflected in the range of benefits we provide: * An excellent contributory pension scheme * 38 days of annual leave * A comprehensive range of childcare services * Family leave schemes * Cycle loan scheme * Discounted bus travel and Season Ticket travel loans * Membership to various social and sports clubs **About The Role** As a Finance Officer, you will be responsible for managing day-to-day financial transactions and procurement processes within the IT Services department, reporting directly to the Purchasing Manager. Your key responsibilities will include: * **Processing Financial Transactions:** Overseeing purchase orders, invoices, and payments, ensuring accuracy, compliance, and timely processing. * **Supporting Procurement:** Assisting in contract management and supplier evaluations to facilitate efficient and cost-effective purchasing. * **Conducting Financial Analysis:** Preparing reports and performing cost analysis to support informed decision-making within the department. **About You** We are looking for a candidate with the following skills and experience: * **Financial Systems Expertise:** Proficiency in financial software, such as Oracle, for accurate management of transactions. * **Advanced Excel Skills:** Strong ability to use Excel for data analysis, financial modeling, and reporting. * **Effective Communication** : Excellent communication skills, with the ability to resolve financial queries and collaborate with various stakeholders. * We also welcome candidates who are interested in pursuing AAT Level 2 or Level 3 qualifications. **Application Process** You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The **closing date** for applications is **12 noon on Friday 20 September.** **Interviews** will take place on the **week commencing 30 September** and will be carried out in person at Dartington House.
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