Finance & Contracts Assistant

Job Description

Reporting to: Head of Finance with dotted line into Contracts ManagerContract: Permanent, full timeAbout Health Data Research UKHealth Data Research UK (HDR UK) is the national Institute for data science in health. Our UK team of experts develop and apply cutting-edge data science approaches to clinical, biological, genomic and other multi-dimensional health data to address the most pressing health research challenges facing the public.Our mission is to make game-changing improvements in the health of patients and populations through data science research and innovation.For the first time we are bringing together our unique nationwide data assets and specialists across academia, research and healthcare to unlock knowledge and deliver new insights from molecule to man. By undertaking research at scale, across a population of up to 65 million people, we have an unrivalled opportunity to use data to the highest ethical standards to drive breakthroughs in medical research. This unleashes the potential to improve the way we are able to prevent, detect and diagnose diseases such as cancer, heart disease and asthma.At Health Data Research UK, we employ talented individuals who bring their own unique skills and experience to support the vision and benefit the whole team.Purpose of the postThe role will be responsible for fully managing the finance transactional processes, as well as providing administrative support to the contracts team. This is an exciting role which offers career development opportunities in both finance and contracts management. The successful candidate will be working across the entire organisation, including contact with senior stakeholders on the central team, and with our partners. to support HDR UK to deliver a range of high profile public health initiatives, including essential COVID related programmes and research in the UK and abroad.Main ResponsibilitiesFinance (60%): Responsible for the Finance inbox, first point of contact for finance queries and ensuring appropriate filing of all relevant documentation Managing purchase ledger Preparing fortnightly payment runs Managing the employee expense process - ensuring expense claims are valid, accurate and authorised before processing Assisting with grant management and reporting Preparing monthly bank reconciliations Preparing monthly reconciliations of debtor and creditor balances Ensuring all transactions are accurately recorded in the accounting system Working with the Finance Business Partners to ensure all postings are correctly coded Performing administrative tasks related to customer & vendor set up Performing administrative tasks relating to credit card expenditure Assisting with preparation for annual audits Helping prepare for the transition to new accounting softwareContracts (40%): Responsible for the Contracts inbox, ensuring contract documents are saved and recorded, and acting as the first point of contact for contract requests. This includes: reviewing incoming Contract Request Forms and requesting relevant follow-up details from internal and external stakeholders; setting up contracts on the contract register, assigning contract numbers, creating relevant contract folders, and communicating new contract requests to the Contracts Manager; receiving and saving contract documents in the appropriate folders, including signed contracts and drafts; working with the finance team to coordinate new vendor set ups and related due diligence such as verifying details about vendors using the Companies House website. following up with internal and external stakeholders regarding contract documents and approvals; at the direction of the contracts manager, checking to ensure drafts contain correct details and comply with HDR UKs policies. Provide general administrative support regarding contract matters including proofing and formatting contract documents using Microsoft Word and Adobe features and supporting the Contract Manager to add details into contract templates. For the right candidate, this role will also provide an excellent opportunity to gain on-the-job training regarding in-demand contract drafting, negotiation, and management skills. Assist teams to create scopes of work describing the services in a contract using the details from underlying procurement requests and vendor bid documents.Knowledge, Skills, and Experience: Minimum 2 years practical experience in a finance role Excellent written and verbal communication skills with the ability to communicate effectively and confidently with people at all levels. Excellent interpersonal skills and ability to handle sensitive issues positively and confidentially Ability to work accurately with attention to detail Excellent relationship building and networking skills Excellent problem-solving skills and confident in decision making Excellent organisational skills, with the ability to manage competing priorities in a fast-paced environment and to work in an agile, flexible and pragmatic way Proficient with Excel, Word, Adobe, and Outlook. Comfortable working remotely via zoom A strong desire to learn on-the-job and engage in career development. This role presents an excellent opportunity for a motivated individual to gain finance and contract management competencies.The following is desired but not essential: Experience with contracts administration and basic contract formalities. Some drafting experience or legal coursework is beneficial but not required. Prior experience of Xero and Microsoft Business Central Knowledge of procurement processes Experience of grant managementDimensions This is a full-time role. Travel may be required to HDR UK locations and partner organisations.Application ProcessTo apply, follow this link - closing date for this position is 5:00 pm on 12th March 2021.Interviews are expected to take place during the week of 15th March via videoconference.Equal Opportunities Policy StatementHealth Data Research UK is an equal opportunities employer, and as such aims to treat all employees, consultants and applicants fairly. It is our policy to provide employment equality to all, irrespective of: Gender, including gender reassignment Marital or civil partnership status Having or not having dependants Religion or belief Race (including colour, nationality, ethnic or national origins) Disability Sexual orientation AgeWe are opposed to all forms of unlawful and unfair discrimination. All job applicants and employees who work for us will be treated fairly and will not be unfairly discriminated against on any of the above grounds. Decisions about recruitment and selection, promotion, training or any other benefit will be made objectively and without unlawful discrimination.ValuesHDR UKs values guide how we work together within HDR UK and with our partners and other stakeholders:Transparency: we will share information, insights, and innovations so that we learn faster together. Optimism