Finance and Operations Administrator

Finance and Operations Administrator

Job Number

BU03755

School/Department

Students' Union

Grade

4

Salary Information

Contract Duration

Permanent

Responsible to

Finance and Operations Manager

Closing Date

09-04-2025

Applications are invited for the above permanent full-time post working in the Students’ Union (Undeb Bangor).

Bangor University's Students’ Union (Undeb Bangor) is seeking an experienced individual to join our Finance and Operations Team as a Finance and Operations Administrator.

The post holder will play a key role in managing the day-to-day financial transactions within the department, ensuring smooth financial processes across the Students’ Union. They will be the first point of contact for all financial enquiries and services, supporting student-led activity groups and Students’ Union staff with financial administration, payments, invoicing, reconciliations, and financial reporting. While finance is the primary focus, the role will also involve supporting operational processes to maintain the efficiency of the Union.

Candidates should be educated to a Minimum of 5 GCSE's at Grades A*-C (including English & Maths) or NVQ level II (or equivalent) in an appropriate subject or possess equivalent experience relevant to the nature of the role.

Experience of Sage accounting software would be an advantage but not essential as training would be provided. You will be organised, proactive and a personable individual who is committed to supporting a culture of continuous improvement.

The role sits within a busy and dynamic department and therefore candidates must have excellent communication and organisational skills with an ability to be flexible and adaptable.

The successful candidate will be expected to commence as soon as possible.

The ability to communicate in Welsh is desirable for this post.

This role will be located on campus at Bangor. Through our Dynamic Working framework, there will also be the option to spend some time working remotely (although remaining in the UK) to support work-life balance, which will be discussed further with candidates at interview.

Applications will also be considered to carry out this role on a part-time or job share basis.

Applications will only be accepted via our on-line recruitment website, jobs.bangor.ac.uk. However, in cases of access issues due to disability, paper application forms are available by telephoning 01248 383865.

Informal enquiries can be made by contacting: Sharon Brown, Finance and Operations Manager, sharon.brown@undebbangor.com, tel 01248 388012

Overview:

The post holder will provide frontline financial and administrative support to the Students’ Union, Student Centre, and the Finance & Operations Team. This includes assisting with day-to-day financial transactions such as invoice processing, reconciliations, and payments, while also managing key administrative tasks to ensure the smooth operation of the department.

Responsible to:

Finance and Operations Manager, also reporting at times to the Executive Assistant /Operations Lead as a secondary supervisor that provides additional oversight and guidance to the Finance and Operations Administrator.

Purpose of the Job:

• Building and managing effective working relationships with stakeholders to ensure the smooth operation of the department and to protect and enhance the reputation of Bangor Students’ Union.
• Develop relationships with relevant colleagues at other Universities/Students’ unions to identify opportunities to collaborate and build partnerships.
• Build relationships and contacts to facilitate future exchange of information.
• To deliver the Union’s Financial and Operational Services in accordance with the Union’s strategic goals, ensuring that they are effective, efficient and meet the needs of our members.
• To assist with the day-to-day running of the Student Centre, working closely with the Executive Assistant/Operations Lead to ensure that all administrative functions are well established and easy to understand.
• To provide a first point of contact for students and visitors and respond to any queries, carrying out tasks as defined within the responsibilities of the Student Centre.
• To be the main administrator and first point of contact for financial enquiries and services to all student-led activity groups and Students’ Union staff.
• Assist with a range of financial duties (including purchase orders/sales invoices, supplier invoices/credit notes).
• Assist with bank reconciliation and financial monitoring and production of financial reports.
• To follow established financial procedures and regulations assisting with financial processing and monitoring and reporting.
• To work closely with staff and Officer Teams from across the Union to fully develop any necessary administrative processes and procedures.

Main Duties and Responsibilities:

Main Duties and Responsibilities:

• Support the development and delivery of the annual operational plan for your area of responsibility and closely monitor and report on progress, targets and key performance indicators.
• Providing professional financial and operational services that support the activities of the Students’ Union and meet the needs of our members.
• Establishing and maintaining a student-focused approach to service provision and delivery.
• Work with all teams to offer guidance and support with regards to finance and operational procedures and use of systems.
• Support with the creation, embedding and continuous development of internal finance and operations processes and procedures.
• To be an active member of the Students’ Union’s Staff Team; and to contribute to the realisation of all areas of the Union’s Strategic Priorities.

Operational Delivery

• Provide under the direction of the Finance and Operations Manager professional financial and operational services that support the activities of the Student’s Union and meet the need of its members.
• Providing a first point of contact reception function, answering queries, liaising with Officer and Staff Teams.
• Be the main administrator and first point of contact for financial enquiries and services to all student-led activity groups and Students’ Union staff.
• Work closely with the Finance and Operations Manager to support and manage financial administrations and cash office function and to provide financial information and support to members and visitors (including purchase orders/sales invoices, supplier invoices/credit notes, petty cash transaction).
• Assisting student-led club and society committees and volunteering projects in the effective management of their accounts and resources.
• Assisting with the maintenance & purchasing of the Students’ Union’s equipment & other resources.
• Authorised to facilitate BACS payments.
• Adhering to the Students’ Union’s financial regulations and relevant legislation and regulations, in particular HMRC and the Charity Commission, at all times.
• Discharging duties in accordance with SU financial regulations and other relevant codes of practice.
• To compile management information as directed by the Finance and Operations Manager for financial monitoring purposes.
• Assisting the Finance and Operations Manager with the production of relevant financial reports and accounts to meet the needs of the Board of Trustees, Bangor University, internal and external audit whilst adhering to Student’s Union Financial Regulation at all times.
• Providing support and guidance to Student Centre Student Staff to ensure they are able to carry out their role.
• Ensuring that the Union is kept tidy and presentable, including set up of all meeting spaces, Student Centre and public spaces within the Union Building.
• To provide on-the-job guidance and support to colleagues on the use of specific Union finance and operations systems and computer packages.
• Support the delivery and roll out of large Union events and engagement activities.
• Support with operational and administrative tasks across all areas of the Union where necessary.
• Work with your manager to continuously improve the service delivery of your area of responsibility and ensure that our service offer remains relevant to students.

Other Duties and Responsibilities:

• The post holder will be expected to participate in performance review and developmental activities.
• The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Policy and the Welsh Language Standards.
• The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for themselves and for other members of staff, students and visitors affected by their actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.
• The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their post.
• This job description is a guide to the work you will initially be expected to undertake. It may be changed from time to time to meet changing circumstances.

Person Specification:

• Minimum of 5 GCSE's at Grades A*-C (including English & Maths) or NVQ level II (or equivalent) in an appropriate subject or possess equivalent experience.
• Good written and numerical skills and able to work accurately with figures.
• Experience of financial administration and understanding and operating financial systems.
• Experience in handling, accounting for and banking money efficiently and confidently.
• Proficient in the use of Microsoft Office applications (Word, Access, Excel).
• Pro-active, able to work on own initiative to ensure delivery of outputs to strict deadlines, maintaining accuracy under pressure.
• Excellent written and oral communication skills with demonstrable ability to liaise effectively with range of internal and external stakeholders.
• Ability to prioritise and organise your workload and to work systematically in a busy environment so that you can achieve deadlines.
• Excellent organisational and personal time-management skills enabling efficient working, both independently, and as part of a team.
• Willingness to adopt a flexible approach to work hours including evening, weekend and remote working where necessary.
• Experience of working in a Students’ Union/Higher Education or similar union/membership-led or volunteer organisation.
• A good understanding of democratic principles and processes and ability to operate in a democratic environment.
• Knowledge of HE institution frameworks and structures.
• Experience of financial and administration project delivery in Higher Education.
• Ability to respond or react to unplanned events that will arise from time to time.
• Knowledge of the importance of supporting the development and enhancement of the student experience.
• The ability to establish effective working relationships with colleagues across a large organisation.
• Commitment to finding innovative ways to interface with the student body on a variety of issues.
• The ability to communicate in Welsh.

Other

• Personal commitment to core organisational values.

• Willingness to accept additional responsibilities.

General:

The University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds. We strive to develop a workforce from all sections of the community regardless of sex, gender identity, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We promote and facilitate the use of the Welsh language through our progressive Welsh Language Policy. We comply with the Welsh Language Standards and are committed to equality of opportunity. You are welcome to apply for any job in English or Welsh and all applications submitted will be treated equally.

We are a member of Advance HE's Athena SWAN Gender Equality charter and hold a Silver award in recognition of our commitment to and progress towards gender equality within the University's policies, practices, and culture. We are proud to be a Disability Confident employer.

All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.

All offers are made subject to proof of eligibility to work in the UK and receipt of satisfactory references. We have a legal responsibility to ensure that you have the right to work in the UK before you can start working for us. When you apply for this post you will be required to explain the basis upon which you believe you will able to live and work in the UK legally on the commencement date of the role should your application be successful. If you do not have the right to work freely in any position in the UK already, any offer of employment we will make to you will be subject to you obtaining a right to work visa. The following link provides information on the various visa routes into employment and the eligibility requirements (including switching visa status where permissible) https://www.gov.uk/browse/visas-immigration/work-visas. If you are successful in your application we will discuss visa options with you at the time of making the offer of employment.

Please note that, in the event of applications being received from candidates on the University's Redeployment Register with a reasonable skills match to the post specification, these applicants will be given prior consideration.

To be eligible to apply for a post advertised for internal applicants only, staff must have a contract for at least a fixed-term period.