"A centre of excellence in digital information management, providing advice and services to the library, information and cultural heritage communities."

UKOLN is based at the University of Bath.

Job Description

1. Purpose

To work with the UKOLN Finance Coordinator and assist in the administration of UKOLN’s finances to provide accurate, timely and auditable finance records, ensuring that processes are fully compliant with current University Financial Regulations.

To provide ad-hoc cover in the absence of other members of the Team.

2. Reporting Structure

The post holder will be a member of the Resources and Administration Team and will report to the Finance Coordinator

3. Tasks and Responsibilities

• To input requisitions/purchase orders into the University’s finance system (Agresso), and fax, e-mail or post to suppliers as required.
• Receipt goods and services; approving orders up to a value of £500.
• Raise sales orders/invoices
• Process invoices for payment by the Finance Office.
• Make purchases with the UKOLN purchase card
• Deal with queries relating to submitted claims and invoices.
• Photocopy paperwork as appropriate to ensure records are accurately and fully maintained.
• Contact new vendors by letter or e-mail to obtain their company details, for forwarding to Purchasing Services to be set up on Agresso.
• Run ad-hoc reports from Agresso
• Prepare recharge journals which charge funding streams for centralised services (e.g. photocopying, printing, telephones)
• Prepare other ad-hoc journals
• Provide support to the Finance Coordinator particularly at year end to ensure all costs are recorded within the correct accounting period; assist in the completion of the debtor/creditor returns and equipment returns.
• Plan and organise own workload and regularly liaise with the Finance Coordinator with regard to priorities
• Work closely with other R&A Team staff to ensure effective communication and administration support is provided throughout UKOLN.
• Provide ad-hoc cover for processing travel and subsistence claims, booking meetings, travel arrangements, travel tickets and other tasks usually carried out in the R&A Team
• Induct new staff in financial procedures
• To work with UKOLN teams to support the mission and strategic objectives of the organisation.

4. Contacts Outside UKOLN and the University

To liaise with the University Finance Office, External Suppliers and Customers to resolve issues and problems that arise.

5. Equal Opportunities

The post holder will carry out their job responsibilities with due regard to the University of Bath’s Equal Opportunities policy.

6. Terms and Conditions

These will be stated in the Contract of Employment.