Finance Administrator - London

UK SPORT

JOB SPECIFICATION

JOB TITLE            Finance Administrator

DEPARTMENT      Finance                                                      

REPORTS TO       Finance Director

GRADE                 B

SALARY                c. £24,600

JOB PURPOSE

To assist and support the Finance Director and provide administrative and training support for the Finance Team.

KEY RESULT AREAS

Administration

To own, maintain and distribute the Finance Planning Calendar To work with other members of the finance team to plan and monitor Finance Dept projects and incorporate within the calendar To organise Finance meetings across UK Sport e.g. regular management accounts updates; budget reviews  To organise and run meetings of finance system User Groups   To own, maintain and distribute the master list of Finance System codes

Finance Training

To prepare with technical input from other members of the finance team training material for UK Sport staff on financial systems and processes e.g. expense payments; ebis processing. To own final versions of training material and create and manage a process to ensure material is periodically updated. To coordinate and assist in the delivery of finance system training material To create and deliver an induction programme for all new UK Sport staff on essential finance issues

Personal Assistant

·         To manage all aspects of the Finance Director’s diary and programme of activities. 

·         To prepare letters and reports from notes or dictation and respond to routine correspondence on behalf of the Finance Director.

·         To produce Powerpoint presentations for external and internal conferences/meetings from notes and verbal guidance.

·         To collate information and chase up responses. To maintain and update the Finance Director’s filing system and archives on a regular basis.

·         To check invoices/expense claims and prepare for authorisation/payment.

Servicing Meetings

·         To coordinate preparation of papers for relevant meetings and ensure distribution in accordance with agreed timetable

·         To attend relevant meetings, take minutes, agree with Finance Director and circulate

·         To follow up agreed action points and monitor progress for reporting at next meeting

·         Relevant meetings to be agreed with Finance Director, and will include Audit Committee; Finance System User Groups

Other

To deputise for other Personal Assistants across UK Sport as required. To be willing to assist with routine financial processes when required e.g. due to holiday/sickness absence; periods of heavy workload

KEY INTERNAL AND EXTERNAL CONTACTS

• Directors
• Audit Committee and other Board Members
• Internal contacts of all levels
• Face to face and telephone contacts with a range of people from DCMS, Governing Bodies, Government and the Media.
• External supplier’s, travel agents, taxi firm

GENERAL  

·         Normal working hours are 36 hours per week

·         There may be occasional travel requirements / flexibility required.   This job specification is not to be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and will be amended to reflect the changing needs of the organisation.

COMPETENCIES – Finance Administrator

TECHNICAL COMPETENCIES

Essential

• Proven experience of administration/PA experience at a similar level
• Qualifications: A levels or relevant secretarial qualification
• Experience of managing and working to administrative processes and procedures
• Highly IT literate
• Shorthand skills or equivalent, experience of minute taking at senior level
• Experience of preparing documentation and coordinating the appropriate administration attached to meetings

Desirable

·         Detailed knowledge of financial systems and processes not essential, but familiarity with relevant terminology desirable. 

Please note due to the nature of the role, the job holder will need to exercise discretion when dealing with confidential and sensitive information.

JOB RELATED COMPETENCIES

Managing Work

Effectively managing one’s time and resources to ensure that work is completed efficiently.

Communication

Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.

Continuous Improvement

Originating action to improve existing conditions and processes; using appropriate methods to identify opportunities, implement solutions, and measure impact.

Work Standards

Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.

Contributing to Team Success

Actively participating as a member of a team to move the team toward the completion of goals.

Lives the Mission and Values

Knows and understands the mission and values; operates within the values on a daily basis; understands and can explain how their role contributes to the mission; gives input to discussion and feedback within the values.