Funding and Support Officer

Cardiff School of Journalism, Media and Cultural Studies

Administrative Support

The role is part of the Clwstwr Creadigol Programme based within the Journalism School of Cardiff University jointly funded by the Arts & Humanities Research Council and the Welsh Government. The programme is led by Cardiff University in partnership with Cardiff Metropolitan University and the University of South Wales.  Clwstwr is an ambitious five-year programme to create new products, services and experiences for screen and will build on South Wales' success in making creative content by putting research and development (R&D) at the core of production. The aim of the programme is to create a culture of innovation in the cluster which will move the screen sector from a position of strength to one of leadership, internationally. One of Clwstwr’s elements is an external grant scheme for industry to apply to for research & development into new products and services.

The role will provide financial administrative support and day to day support for Clwstwr Producers, with a strong focus on meeting the requirements of the programme’s external grant scheme. The successful candidate will report directly to the Research Finance & Officer Manager. You will be based within the Clwstwr Office at Cardiff City Hall. This post is full time (35 hours), available from 1st September 2019 until 31st August 2021.

Salary: £22,017 - £26,243 per annum (Grade 4)

Date advert posted: Wednesday, 31 July 2019

Closing date: Monday, 26 August 2019

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

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 who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world.  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.

Job Description

Key Duties 

  • To establish, update, maintain and monitor a wide range of project documentation and financial records, including liaising with third party grant applicants, as appropriate, in order to ensure that records are an accurate and up to date reflection of activity across the programme.
  • To support the effective use and coordination of processes and documentation, ensuring that programme documentation (including for third party applicants) is completed and submitted in a timely fashion, while using your initiative to identify and deliver practical solutions and improvements to the programme’s record management system.
  • To be responsible for processing expenses and the payment of invoices relating to the programme’s expenditure, ensuring compliance with the University’s and the funders’ policies and procedures as appropriate.
  • To raise and process purchase orders when requested, ensuring eligibility of project expenditure under University and the funders’ regulations and the use of appropriate purchasing and procurement procedures.
  • To coordinate and deliver logistical support arrangements for the Cardiff University Programme team, including responsibility for coordinating travel arrangements and accommodation.
  • To deal efficiently and courteously with a wide range of general correspondence, telephone enquiries and e-mail enquiries, using initiative to ensure effective and appropriate responses either directly or through identifying and liaising with appropriate contact within the Programme team.
  • To be responsible for the effective and accurate collation of claim and expenditure evidence relating to the Programme’s funder claims, checking accuracy and validity of information, including developing, managing and maintaining a range of spreadsheets, databases and various document banks, including third party expenditure documentation, in order to evidence the Programme’s activities and resulting achievements.
  • To assist in the management and co-ordination of the collation of data submitted by third party grant applicants to prepare progress reports for the relevant groups within the Programme’s governance structure and funders and to assist in the preparation and timely submission of these reports.
  • To assist in the day to day management of the CRM, including data entry and reporting.
  • To liaise closely with the Producers and third-party grant applicants to ensure project expenditure and activity is on target and that the relevant groups within the Programme’s governance structure are kept up to date with progress against financial expenditure and activity targets.
  • To work closely with the Research Finance & Officer Manager in ensuring that the relevant groups within the Programme’s governance structure have accurate and timely data at their disposal in order to allow for effective decision making.
  • To undertake a variety of administrative duties to support the Clwstwr team, including diary management and organising meetings and to act as minute-taker, where required.
  • To advise third party grant applicants on the funders’ terms and conditions.
  • To monitor the progress of third-party grants and support the Research Finance & Officer Manager on maintaining effective budgetary control systems for expenditure and outputs.
  • To maintain the third-party grants financial ledgers and reconciliations, monitoring the expenditure and income, and contributing to high quality project management information, including the comparison of actual and projected costs and activity data against plans and targets.
  • To co-ordinate the planning of monitoring visits to third parties and when required lead on these visits, then following, supervise the updates required to monitoring records, and recommend future action.

Person Specification

Essential Criteria

Qualifications and Education

  • NVQ 3/A-Levels or equivalent and or equivalent work related experience.

Knowledge, Skills and Experience

  • Excellent administrative and organisational skills with a proven ability to juggle multiple tasks and to effectively assess and prioritise activities in order to ensure deadlines are met to an appropriate quality standard.
  • Highly developed general computer skills, including fluency with the Microsoft Office suite as well as demonstrable experience in developing, managing and maintaining spreadsheets and databases.
  • Excellent oral and written presentation and interpersonal skills, including the ability to liaise effectively with a range of stakeholders including senior colleagues and third party grant applicants and suppliers, using well developed negotiation skills to achieve favourable outcomes for the Programme where required.
  • Experience of collating, maintaining and managing information, including working with confidential, personal or commercially sensitive records. The successful candidate will demonstrate excellent attention to detail and accurate record keeping skills.
  • Proven experience in financial management including developing and monitoring budgets, financial reporting. processing orders, invoices and expense claims, and reconciling accounts.
  • Demonstrable knowledge and experience of grant management processes.
  • Customer Service, Communication and Team Working
  • Experience of liaising effectively with multiple departments across a large organisation.
  • Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.
  • Proven ability to work unsupervised to plan and set priorities for own work and that of others and monitor progress.

Desirable Criteria

  • Degree or an equivalent qualification or equivalent work related experience
  • Experience of using Oracle EBS Financial System (including Oracle Projects or similar Financial systems) Systems)
  • Knowledge of external funding requirements to support the management and monitoring of    projects / grants.
  • Fluency in Welsh, written and oral

Additional Information

  • To support the co-ordination and collation of legal, contract and state aid compliance documentation.
  • To support with the Clwstwr team at workshops and events.
  • To provide support to the Clwstwr Director, COO and Engagement Lead, as needed.

General Duties

  • Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
  • Abide by University policies on Health and Safety and Equality and Diversity.
  • Perform other duties occasionally which are not included above, but which will be consistent with the role.

Salary Range Min.: 22,017

Salary Range Max.: 26,243

Job Category: Admin / Clerical

Grade: Grade 4

Find out more and apply.