Internal Applicants Only - Finance Officer

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This post is currently open to employees of Cardiff University only.  Please do not apply if you do not have a current contract of employment with the University.

Internal Applicants Only - Finance Officer
Cardiff School of Medicine
Operations Finance Office

The School of Medicine is one of the top UK Medical Schools. Our teaching is informed and supported by our research and allows students to explore the different aspects of Medicine. Our educational philosophy and research ambitions are supported by a vibrant community of academic and professional service staff.

We have an exciting opportunity for a Finance Officer to join the Finance team within the School. We are looking to recruit a highly organised, proactive individual with proven financial administration experience. As an experienced finance professional, you will have a good working understanding of financial operations and transactions.
With a positive can-do approach, you will be a professional and friendly point of contact for staff, students and external stakeholders in the Finance Office team. We are looking for someone with strong organisational skills, who is able to work with a high level of accuracy, take responsibility for their own work and enjoys contributing to a positive working environment.

The role is varied and fast-paced and will include assisting with month-end and year-end processes, purchasing and procurement, assisting with research financial activity and dealing with varied queries on a daily basis.
This role is eligible to be offered on a blended working basis, generally with two days on site, meaning that as well as spending time working on campus you can also choose to spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.

Please contact Nicola Pearce, Finance Manager, (PearceNJ@cardiff.ac.uk ) for informal, confidential discussion about the role.

This post is full-time (35 hours per week), based at Heath Park and is fixed-term to 8th June 2026 to cover a secondment.

Salary: £27,644 - £30,805 per annum (Grade 4). We do not anticipate appointing this position above Grade 4, point 18, £27,644 per annum.

Secondment opportunity welcome - please note for Cardiff University members of staff interested in this post on a secondment basis, permission will need to be sought from your current Line Manager before applying.

Cardiff University offers many excellent benefits, including  40  days annual leave (incl. bank holidays), local pension scheme, a cycle to work scheme and other travel initiatives, annual increments within the pay scale, and more. It's an exciting and vibrant place to work with many different challenges and is a proud Living Wage supporter. Business needs will require some degree of office-based working but the balance of time can be spent in the office or remotely (subject to agreement with the line manager).

Closing date: Wednesday, 9 July 2025

External applications are currently not being considered for this post.  If the decision is made to open the post to external candidates, the strapline at the top will be removed and you will be given ample time to apply – please check back periodically for details.

Cardiff 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 therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

Provide a comprehensive professional administrative support to the Directorate/School, engaging and completing a range of routine tasks to meet operational and customer service requirements. Also provide an efficient and effective customer focused finance service within the school, ensuring that the school finances are completed in accordance with the University’s financial regulations. 

Key Duties

• Provide detailed advice and guidance on School of Medicine/University processes and procedures to internal and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate, contributing to the resolution of more complex issues
• Collaborate with others to make recommendations for developments of established processes and procedures
• Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the University’s Schools/Directorates and outside bodies as required
• Undertake a variety of administrative duties to support the team and department; contribute to the success of the team, using initiative and leading others through example
• Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate
• Assist with the management of the internal trade process for Facility usage within the School, approving orders and ensuring that the shortfall of FEC is appropriately accounted.
• Monitor and reconcile key GL accounts, liaising as needed with relevant Teams to ensure recharges are accurate and timely.
• Responsible for verifying and approving all journal requests
• Responsible for the preparation, validation and the distribution of the monthly School budget reports sent to budget holders using the report database. Thereby, being responsible for the maintenance of the database , Also other ad hoc financial reports, as requested though the School Finance Manager or Officer, in accordance with University Financial Policies & Procedures.
• Liaise with individual budget holders, and Divisional administrators, within the School regarding the provision of appropriate financial information.
• Responsible for reviewing and approving Oracle Purchase Requisitions and payment grids; ensuring validity and compliance with the Financial Regulations & Procedures.
• Raise sales invoices to external stakeholders and liaise with the University Finance team. e.g. GW4 accounts.
• Assist with the Forecast Outturn for the School for review by the School Finance Manager/ Accountant; uploading staff salary details, highlighting any anomalies and variances, balancing back to Oracle.
• Assist with salary queries and re-codings, updating Core as required.
• Carry out a range of reconciliations, such as GL/Projects, supplier statements, purchase cards and open orders.
• Liaise with relevant Offices to ensure that all Intercalated Supervisor Payments and PGR consumable allocations are paid; ensuring that they are charged to the correct accounts.
• Responsible for completing, and maintaining, the Central Deanery Inventory Return, for authorisation by the School Finance Manager.
• Review all Short Course costing forms for authorisation by the School Finance Manager; ensuring that appropriate staff costs are included and costed when required.
• Request the set up of new Analysis codes on Oracle when approved.
• To ensure that transfers made by RIS are appropriately coded, and corrected when required, such as surplus/deficit transfers charged to the School.

Person Specification

General Duties

• Abide by all University policies, and undergo appropriate personal and professional development
• Assist with Year End processes, procedures and reconciliations, ensuring deadlines are met.
• Provide advice, guidance and general support to all members of the Finance Office; and to those outside the Office with respect to Financial Procedures and Regulations, both University and School.
• Provide advice and support with respect to current financial systems, Oracle. This may include providing training to other staff members within the School.
• Contribute and assist with the ongoing maintenance and development of Office procedures and School Policies, where appropriate.
• Deal with a range of enquires from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly.
• Work closely with the Finance team by providing cover for other colleagues, raising orders/dealing with queries, when necessary, contribute to team meetings, identify new ways of working that improve the service, and then look to share best practice across the School.
• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• Uphold the Professional Services Values & Behaviours or local equivalent
• Perform other duties occasionally which are not included above, but which will be consistent with the role

Qualifications and Education

Job Category

Accountancy & Finance