Business Administration Apprentice - Finance and Project Assistant
University of Sussex
LIFETIME TRAINING GROUP LIMITED
Salary - £18,688.
Purpose of the post:
The post will be part of a small team providing excellent value for money services to the Finance Division and the wider University. These services will include:
- Divisional administration
- Business continuity support
- Risk management and compliance
- University Governance support
- Project support
- Financial literacy and capability building
The post holder will support the delivery of the following services:
Ensure efficient and effective administration services in the Division through:
- Divisional ordering and purchasing, achieving best value for money in accordance with the University Purchasing Policy
- Maintaining a calendar of key events for the Division including Council Committee cycles, month end reviews, external and internal audits etc. and scheduling meetings to ensure delivery of deadlines and requirements
- Provision of administrative support for key meetings including proactive preparation of agendas and minutes and maintenance and tracking of an appropriate action log for participants
- Planning and organisation of Finance away days and training events, and events for the wider University e.g. Heads of School training and other key meetings
- Following appropriate processes to ensure smooth on-boarding of Finance staff joiners (including required training completion, health and safety and right to work checks where relevant) and to make sure that correct leaver processes are followed
- Managing the Division’s meeting space and other resources, including the Division’s laptop pool in accordance with policy
- Maintaining staff and manager handbooks and other key Divisional documentation.
- Documenting and improving relevant processes and ways of working to deliver further value for money to the University
- Acting as a point of liaison between the Director of Finance and other senior managers and external agencies in dealing with queries and general business relating to the Finance Director and the Finance Division, for example Internal and External Auditors, banks, commercial partners
- Drafting ad hoc and regular communications on behalf of senior management
- Tracking the effectiveness of communication to staff, students and other stakeholders
- Preparing and uploading planned and ad hoc emergency content for the Finance web pages, and updating content for internal and external changes
Business continuity support.
Support Finance in continuing to effectively deliver appropriate services during a business continuity event without compromising staff safety or welfare through:
- Communications management and support, including WhatsApp group admin, drafting and sending emails and messages, and managing web content during an event
- Maintaining contact lists and staff trackers
- Maintaining a live issues log
Risk management and compliance.
Support effective risk management and ensure compliance through:
- Preparing KPI reports for monitoring and discussion by managers at senior and executive level, including indicators covering Divisional training, annual leave, sickness and appraisal and development processes
- Supporting the Divisional process for responding to Freedom of Information requests, ensuring that requests and requirements are clear before they are forwarded to the correct area, properly signed off and returned to time
- Preparing and submitting confidential and other reporting within the University as required, e.g. HR returns re absence and agency staff
- Adhering to, and advising on, the University document retention policy and identifying issues, including through test audits
University Governance support.
- Draft and proofread Executive and Council papers, ensuring that University requirements are met, and act as substitute ‘paper champion’ where required
- Regularly review and test the integrity of the Financial Regulations and highlight issues for attention
- Be a reference point for programme and project management queries and information in the Division, and support best practice
- Maintain programme and project management documentation, reports and plans ensuring they are accurate and complete
- Prepare tracking and reporting of progress against deliverables for all programme and other Divisional work streams, providing a real-time, comprehensive and prioritised view of all activity across the Division
- Provide project related support for individual managers and staff
Financial literacy of the University.
Support the increased financial literacy and accountability of all University staff through:
- Creation of content for training guides and associated e-learning
- Regular testing, review and updating of training guides
- Responding to user queries and requests with regards to Finance literacy resources and materials
- Drafting FAQ and similar support materials for the University
- Preparing compliance and other reports with regards to mandatory and voluntary training on behalf of the Director of Finance
- Contribute to the Finance Divisional Values and act as a role model to colleagues
- Represent the Division in relevant University working groups and other events, such as staff induction sessions
- Develop and maintain own professional capability
Possible progression onto further qualifications and a full-time job
The key dates are to be used as a guide only. Should the right candidate be found, this vacancy may close early.
- Communication skills
- Literacy skills
- Numeracy skills
- Business Administration Level 3
- Functional Skills
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