Operations Administrator

Undeb Bangor (Bangor Students' Union); Bangor; Hybrid; GBP 20,000 - 30,000

Job description

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, [e-mail], tel [phone]

Committed To Equal Opportunities.

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:

Strategy

• 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 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.