Accounts Assistant (770062-0623)

University of Warwick


Vacancy Type/Job category
Clerical
Department
Chemistry
Salary
£22,197 – £24,715 per annum.
Location
University of Warwick, Coventry
Vacancy Overview
Full-time, permanent position. 36.5 hours per week.
The Department of Chemistry is looking to appoint an Accounts Assistant to provide clerical support in the finance office. Duties include processing invoices, receipting goods, placing orders, resolving invoice queries, making travel bookings and processing travel claims.
The successful candidate will be educated to GCSE level (or equivalent). They will be customer focused in their approach to work, have good numeracy and IT skills and good organisational and time management skills. They will have demonstrable knowledge of financial packages and MS Excel. They will have an eye for detail and display flawless accuracy. They will be comfortable working with high volume of invoices to tight deadlines
They will have an adaptable working approach, have the ability to work well in a team and on their own, as well as be able to interact with academic staff, researchers and other stakeholders inside and outside the university.
This is a great opportunity for an individual wishing to extend and further develop their skills in an academic department, whilst learning about a growing strategically important department at the University of Warwick.
What we offer
We will provide you with a great range of benefits, which include an attractive pension scheme, 26 (Level 2 to 5) or 30 (Level 6 to 9) days’ holiday plus Christmas closure, excellent learning and development opportunities, and savings on a wide range of products and services. We offer a generous maternity/ paternity/ adoption/ parental leave policy, onsite childcare facilities. We recognise the importance of a healthy work/life balance and offer you access to flexible working, for more information visit our Rewards and Benefits webpage.
Athena SWAN Silver Award
We are committed to supporting staff to achieve their potential. Both the Department of Chemistry and the University of Warwick hold Athena SWAN silver awards, a national initiative that recognises the advancement of gender equality, representation, progression, and success for all in academia. We provide a welcoming and inclusive working and learning environment, recognising that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010. We are supportive of staff with caring responsibilities. Please visitour website .
To find out more or arrange an informal conversation about the role, please contact: Finance manager Ajay Sehijpal ([email protected]).
Interview Date: TBC.
Job Description
JOB PURPOSE
To provide clerical support within the Department of Chemistry’s Finance Office across a range of essential activities including processing invoices, receipting goods, placing orders, approving travel bookings, and processing travel claims.
DUTIES AND RESPONSIBILITIES
1. Ensure that all purchase invoices received by the Department are processed in accordance with University procedures:
• Check that invoices are matched to purchase orders and goods receipt notes.
• Create purchase orders for unallocated invoices.
• Check that the VAT status shown on the invoice matches that shown on the purchase order.
• Liaise with Chemistry Stores team to resolve queries relating to the delivery of goods. Contact appropriate staff/ student/ suppliers to resolve pricing and related queries.
• Ensure invoices are parked on SAP in a timely manner to ensure prompt payment.
2. Chemistry Finance team is responsible for the operation of the OPeRA e-procurement system within Chemistry. The specific tasks allocated to this role are to:
• Set-up all new-supplier requests which come through OPeRA.
• Support Chemistry Stores with approving OPeRA orders (“pre-releaser” role).
3. Process claims for travel and subsistence expenses for work carried out on behalf of the Department by c.40 academic staff and c.120 other staff and researchers.
4. To act with professionalism at all times and show respect to their colleagues and to understand and adhere to the University’s value of dignity at work; they are also expected to work collegially and to support all the teams with which they have contact in achieving the University’s objectives.
5. Any other duties commensurate with the grade and level of responsibility of this post, for which the post holder has the necessary experience and/or training.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.


Essential Criteria 1
Educated to GCSE level or equivalent with a minimum of 5 GCSEs at grades A to C including English and Maths. (a)
Essential Criteria 2
Working knowledge of accounting packages e.g. SAP, Sage, Opera etc. (a,c)
Essential Criteria 3
Previous experience of working in a busy office environment. (a,c)
Essential Criteria 4
Highly organised with experience of prioritising high volumes of working and working to tight deadlines. (a,b,c)
Essential Criteria 5
Good IT skills, able to demonstrate familiarity with standard Microsoft Office applications, email, etc. through previous work experience or basic level IT qualification. (a,c)
Essential Criteria 6
Good oral and written communication skills and the ability to communicate effectively and appropriately with a variety of people whilst maintaining professionalism regardless of the method of communication. (a,c)
Essential Criteria 7
Highly customer focused with an ability to work collaboratively and effectively with academic and administrative colleagues and with external customers (e.g. suppliers) to promote collegiality and to provide an excellent level of service. (a,c)
Essential Criteria 8
Accuracy and attention to detail. (a,b)
Essential Criteria 9
Flexible with a can-do attitude. (c)
Essential Criteria 10
An ability to work collaboratively and effectively with academic and administrative colleagues, and with colleagues outside the University to promote collegiality. (a,c)
Further Particulars
How to fill in your application
The person specification identifies the essential and desirable skills, knowledge, and experience that you will need to have to undertake the role. The shortlisting panel will study your application and look for evidence that you meet each criterion. In your supporting statement you must make a case for selection by demonstrating how your experience matches the criteria. An example of meeting the criterion “Ability to write clearly” in a person specification might be met by the following: “In my last job, I produced written reports (or minutes), prepared agendas, and distributed relevant papers to the resources Group Committee, recognising the need to be able to sum up points clearly and confidently, set out actions, and provide an accurate summary of the meeting, proof reading the final copy. I enjoy writing and believe I express myself well”. The panel cannot make assumptions about your qualifications and will only base their decision upon factual information that you have submitted.
For further information about the University of Warwick, please read our University Further Particulars .
For further information about the department, please visit the departmental website .
For further information please visit this website .
What we offer
We will provide you with a great range of benefits, which include an attractive pension scheme, 26 days’ holiday plus Christmas closure, excellent learning and development opportunities, and savings on a wide range of products and services. We offer a generous maternity/paternity/adoption/parental leave policy, and onsite childcare facilities. We recognise the importance of a healthy work/life balance and offer you access to flexible working, for more information visit our Rewards and Benefits webpage.
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse, and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.
We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here .
The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance , whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.
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Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants’ suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University’s Vacancy pages and applicants may request a copy of the DBS Code of Practice.


Closing Date
20 Jun 2023

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