HR and Finance Administrator

ABOUT UCL

UCL is one of the world’s leading multi-disciplinary universities. We operate in a global context and are committed to excellence, innovation and the promotion of global understanding in all our activities: research, teaching, learning, enterprise and community engagement. Founded in 1826, UCL was the first university in England to admit students regardless of race, religion or gender.

It continues to thrive on the creativity and diversity of its community which today comprises more than 13,000 staff and 18,300 undergraduates and 20,600 postgraduate students from 150 different countries across the globe.

UCL is consistently ranked within the world’s top ten universities (QS World University Rankings).

The Department of Political Science at UCL is a leading international centre for political research.

It offers a uniquely stimulating environment for the study of all major fields of politics, as well as public management and public policy. Over 150 people make up the Department of Political Science including academic, teaching, and research staff, professional services, and MPhil/PhD students.

More details about the Department of Political Science and UCL can be found at https://www.ucl.ac.uk/political-science

PURPOSE OF THE ROLE

The post holder will be responsible for assisting in the day-to-day administration of the department and facilitating the effective management of human resources and general finance under the direction of the HR and Finance Manager.

They will be the first point of contact for a variety of HR, recruitment and finance queries and will provide advice and support to staff on HR and finance policies and procedures.

The post-holder will be expected to demonstrate a flexible approach, capable of responding to changing priorities and providing support across different areas as needed to meet core deadlines. The post holder will be required to develop good working relationships with a variety of internal and external stakeholders at all levels.

MAIN RESPONSIBILITIES AND DUTIES

Recruitment and Resourcing

• Coordinating the end-to-end recruitment process on behalf of hiring managers using the university Applicant Tracking System from role identification to onboarding, covering substantive, temporary and honorary appointments. Support PGTA recruitment.
• Raising contracts for requests for employees, unitemps workers and other contractors accurately and in good time, carrying out right to work and reference checks. Ensuring that new joiners receive their contract prior to starting at UCL.
• Initiating onboarding activities for new joiners and visitors (such as IT access, building access etc), with responsibility over performing local safety inductions and fire walks.
• Monitoring of funding end-dates for contracts, advising on end of funding/termination procedures as appropriate, and submitting Change of Appointment/Change of Funding forms.

HR Lifecyle Administration

• Processing requests for one off payments and additional payments.
• Approving unitemps timesheets on behalf of various hiring managers, ensuring that timesheets are approved promptly and in time for payroll cut off dates.
• Processing timely and accurate requests for changes related to the employee lifecycle.
• Facilitating arrangements for leavers, ensuring that HR services are informed of leavers in line with payroll cut off dates.

Financial Processing and Procurement

• Responsible for processing financial transactions on general finance awards using UCL systems, including purchase orders, sales invoices, Inter-Departmental Transfers (IDTs) and Intra-Departmental Journals (IDJs), and supporting procurement activities.
• Responsible for the efficient processing and monitoring of expense claim forms ensuring the expenses are allowable and are supported by the correct documentation.
• Authorised signatory for transactions up to £2,000.
• Responsible for setting up new suppliers in conjunction with the UCL Procurement team, undertaking due diligence for new suppliers.

Financial Systems and Reporting

• Support the monitoring of departmental budgets and reconciling of accounts.
• Use of MyFinance and Axiom systems to generate and prepare financial reports for a variety of staff, assisting the decision making of budget holders and senior staff through the provision of reports and statistics.

CANDIDATE REQUIREMENTS

Qualifications, experience and knowledge

• Educated to GCSE level or equivalent, or having acquired relevant experience.
• Substantial previous experience of providing effective facilities and/ or administrative support in a complex organization or deadline driven environment.
• Experience of appropriate handling of confidential data.
• Excellent organisation and time management skills, handling diverse workloads and multi-tasking with confidence.

Skills and abilities

• Excellent verbal and written communication skills.
• Good ability to maintain a high level of accuracy and consistent attention to detail while working under pressure.
• Ability to work independently and take on new tasks without supervision, owning tasks and escalating when required.
• Strong interpersonal skills with the ability to work cooperatively within a team.
• Advanced level of numeracy.
• Ability to use a variety of digital tools effectively.

To view the full job description, please click here –>HR and Finance Administrator – Aug 25 (1)