_________________________________________________________________________

Job title Finance Manager

Division Medical Sciences

Department Sir William Dunn School of Pathology

Location South Parks Road, Oxford

Grade and salary Grade 8: £41,526 - £49,553 p.a.

Hours Full-time

Contract type Permanent

Reporting to Head of department Prof. Matthew Freeman

Vacancy reference 148853

Additional
information

Overview of the role

The Finance Manager, reporting directly into the Head of Department, is a key role within the
senior administration of the Sir William Dunn School of Pathology. You will be a member of
the Administration and Senior Management Team and you are responsible for the financial
operations of the Department, which currently has an annual income of over £20m, as well
as financial oversight of a changing portfolio of research projects. You will be expected to
contribute to the long-term, strategic development of the department and provide expert
financial advice and planning for the Department’s long-term growth plans.

You will prepare the annual budget and quarterly forecasts for review by the Head of
Department and will have responsibility for the full range of financial reporting carried out
within the Department. The responsibilities of the post include ensuring effective and resilient
financial processes and controls that are compliant with institutional and broader financial
regulations and taking the lead role in financial planning activities, particularly budget setting
and scenario modelling.

You would be expected to provide expert level advice and support to the Head of
Department and senior academics.

You will manage the Finance team, setting the overall goals and vision for the team and
providing mentoring and leadership. You are responsible for the work of each of the financial
areas (including payroll, procurement and grants monitoring). You will have regular
interaction with the Divisional Financial Controller and senior officers of the central University
Finance Division.
You will represent the financial interests of the department and division through involvement
on central university committees and working groups. Examples may include committees
that support the university’s financial system, or working groups that are established to
oversee specific finance projects. In each case each division is likely to be represented by
one or two senior finance staff.

The post requires a graduate, with fully completed professional financial qualifications and
substantial experience of working in a finance role. Exceptional thoroughness and
resourcefulness together with a high level of interpersonal skills are essential. The post
requires a high level of independent working with the ability and willingness to take on
financial leadership.

Finance Team
The Finance team is a key support function to the wider department. The team covers a
wide range of financial operations (Procurement, payments, invoicing, grant application
support and monitoring) as well as providing strategic advice, budgeting, budget monitoring
and closure of accounts. The team currently consists of: Finance Manager, Deputy Finance
Manager (0.8 FTE), Purchase to Payments Manager, Purchase to Payments Assistant,
Research Grant Administrator (0.89 FTE)

Responsibilities and duties

Financial Leadership
1.Work with the Head of Department and the department’s Senior Management Team to
develop the financial strategy of the department. This includes the development of the long-
term financial strategy and inputs into decisions such as staffing and PRAC.

2.Carry out detailed analysis of the department’s financial position and undertake financial
modelling of different options. As required create and maintain systems that allow income
and costs to be analysed by function in support of the department’s objectives and long-term
strategy. Synthesise financial information and analysis to produce conclusions and
recommendations to support departmental development.

3.Work with the Head of Department to engender a good understanding of the financial
position of the department and the impact of decisions among academic and management
staff. Provide high quality budget reports and management accounts to enable the Head of
Department and departmental committees to understand the financial position of the
Department. This will support decisions taken on, for example, the scale of the refurbishment
programme within the department, investment in equipment (e.g., workshops) and bids for
additional support staff.

4.Develop and maintain an expert knowledge of the University financial environment and
governance arrangements including the mechanisms by which the University develops and
applies internal resource allocation and charging models, the models used by key funding
bodies (for example, the Full Economic Cost of Research model), the TRAC model and the
overall higher education funding environment.
5.Develop and maintain an expert knowledge of the University financial regulations, policies
and procedures and ensure compliance with them. Develop departmental procedures and
guidelines to support institutional financial policies.

6.Embed best financial practice within the department, ensuring that procedures for
communicating university policy and best practice are robust and appropriate and that there
are mechanisms in place to ensure their effectiveness. Play an active role in university and
divisional committees and working groups, actively representing the financial interests of the
department.

Budgeting and budget monitoring

7.Develop the department’s annual and five year budget. This will involve close liaison with
staff at all levels within the department, the MSD Financial Controller and other senior
divisional staff.

8.Ensure budgets are controlled by appropriate managers and provide interactive training
and guidance to managers in financial management. This may include communicating
specialist or complex financial arrangements or implications to non-specialists.

9.Ensure robust monitoring procedures are in place to provide an early warning of any
significant variance to budget plans. Identify and propose solutions to remedy or
compensate for such variances.

10.Co-ordinate the production of in-year forecasts producing reports as required for the
department and division.

Research and trading projects

11.Provide high quality professional help, support and advice to members of the department,
ensuring research grant applications and trading contracts are underpinned by robust
business cases, are correctly costed and set up, that transactions are correctly coded to
projects and that appropriate reports are made available.

12.Manage the process of research grant administration within the department. Put in place
robust arrangements for ensuring financial oversight of research projects and trading
contracts; ensure that corrective action is taken where needed in good time. Maintain tight
oversight on funders with strict rules and support negotiations with funders.

13.Manage the departmental processes of accounting for research grants and trading
projects. Ensure that project finances are closed by due dates. Respond to all audit queries
in a timely manner. Negotiate robustly with Research Accounts within the university, with
auditors and as needed with funders to ensure correct accounting.

Financial operations
14.Provide timely responses to all financial queries raised by members of the department.
15.Manage the accounting processes for pay, purchasing and receivables, fixed assets,
inventory, expense claims, trust funds, student fees, student bursaries, donations, banking,
petty cash, internal trades, insurance, VAT and other statutory returns.

16.Perform regular reconciliations and check financial transactions. Ensure appropriate

authorisation limits and controls are in place. Ensure the chart of accounts is appropriate to
the needs of the department.

17.Develop an expert understanding of the university financial systems, currently Oracle

R12; provide advice as needed to other users and ensure that the department receives
maximum benefit from the system. Oversee future developments within the department.

18.Develop the use of reporting, spreadsheets and databases to deliver functionality not
available through the university financial system to ensure that financial information is
analysed and presented to meet departmental needs.

19.Ensure all processes are appropriately resourced, documented, monitored and that
sufficient cover is available to maintain core services at all times. Undertake reviews of
departmental finance processes, procedures and systems and avoid manual transaction
processing wherever possible. Identify areas of ineffective working or failures and implement
approaches to improve operational effectiveness. Develop novel solutions wherever
required.

Achieving value
20.Manage the procurement processes within the department ensuring that processes meet
university requirements, are value for money and academics are supported in improving
value for money. Lead on complex or technical procurement (e.g. with high value (>£1m) or
complex funder rules) to ensure maximum flexibility and value. Lead on negotiating upfront
payments to suppliers of considerable sums under bank guarantees.

21.Support the Head of Department in identifying capital funding opportunities for the future
development of the premises and contributing to the longer term goals of the department.

22.Support the department’s Senior Management Team in developing strategies for

philanthropy and major gifts. Manage the accounting arrangements for gifts and trust fund
within the university procedures.

23.Take responsibility for the overall co-ordination of the department’s fixed asset register
and equipment register.

Team Management
24.Lead, direct and manage the finance team. Set team and individual goals; manage
performance; organise work. Chair team meetings and carry out regular one-to-one
meetings. Set the overall direction of the finance team and identify key priority areas.
25.Support both professional and personal development for all finance staff and take part in
the Department’s PDR process.

26.Help foster a spirit of community within the department and across other departments’
finance staff and build good relationships with the Division and the Central Finance team

27.Attend and contribute to department meetings. Play a full role as a member of the Admin
and Support Management Team.

28.Any other duties commensurate with the grading and nature of this post.

Selection criteria
Essential

1. Strong accounting knowledge, evidenced by a CCAB qualification or equivalent

experience.

2. Educated to degree level or with equivalent professional experience and qualification.

3. Ability to rapidly understand the university’s control environment, policies and

procedures and deploy them.

4. Experience of managing a finance function and processes, including the

implementation of appropriate controls, ideally in a fast-moving environment, and of
providing a high-quality, responsive service.

5. Experience of providing effective and respected financial advice to managers at

operational and strategic level and experience of developing and monitoring budgets.

6. Experience of analysing financial information and developing financial models; for

example, resource allocation models or forecasting models.

7. Experience of staff management involving a diverse workforce and a proven ability to

lead and deliver results by encouraging a team-based approach.

8. Strong communication skills with a proven ability to understand the information needs
of others; able to communicate complex information to a diverse range of audiences.

9. Proven ability to develop effective working relationships with customers and forge
strong relationships with key partners across the University.

10. Flexible, co-operative, helpful; respectful of ideas and expertise of others;

appreciative of own strengths and weaknesses.

11. Ability to work systematically and set self-objectives, use time efficiently, meet
priorities and deadlines from own initiative. Ability to deal calmly with pressure.

12. Experience of considering various perspectives and the overall picture to evaluate
financial and business risk; experience of developing pragmatic solutions and
implementing plans successfully.
 13. Experience of working in a changing environment with a proven ability to adapt
practices and processes to meet changing needs.

14. Advanced Excel skills.

Desirable

1. Higher Education or Public Sector experience.

2. Knowledge and use of ORACLE Financials (or other large accounting system e.g.
SAP).

3. Experience of full economic costing in the higher education sector (FEC).

4. Experience of administration of research grants within a University.

5. Experience of project management.

About the University of Oxford

Welcome to the University of Oxford. We aim to lead the world in research and education for
the benefit of society both in the UK and globally. Oxford’s researchers engage with
academic, commercial and cultural partners across the world to stimulate high-quality
research and enable innovation through a broad range of social, policy and economic
impacts.

We believe our strengths lie both in empowering individuals and teams to address
fundamental questions of global significance, while providing all our staff with a welcoming
and inclusive workplace that enables everyone to develop and do their best work.
Recognising that diversity is our strength, vital for innovation and creativity, we aspire to
build a truly diverse community which values and respects every individual’s unique
contribution.

While we have long traditions of scholarship, we are also forward-looking, creative and
cutting-edge. Oxford is one of Europe's most entrepreneurial universities. Income from
external research contracts in 2016/17 exceeded £564m and we rank first in the UK for
university spin-outs, with more than 130 companies created to date. We are also recognised
as leaders in support for social enterprise.

Join us and you will find a unique, democratic and international community, a great range of
staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford.

For more information please visit www.ox.ac.uk/about/organisation

The Sir William Dunn School of Pathology

The Dunn School is a dynamic and collaborative department whose goal is to discover the
fundamental molecular and cellular causes of human disease. With a long history of
exceptional research achievements, we aim to foster and apply a wide range of basic and
translational approaches to solve global health problems. Our work is leading to a greater
understanding of human health and disease, ranging from the fundamental changes that
occur in diseased cells to new strategies for treatment.
Comprising 34 research groups and around 300 research staff, we investigate the biology
underlying disease, using a wide range of basic and translational approaches. Our interests
span many disciplines including cell and molecular biology, development, immunology and
cancer biology.

Alongside this, we provide outstanding teaching and research training, contributing to the
Biomedical Sciences and preclinical medical undergraduate courses and attracting
postgraduate students and postdocs from around the world. We place substantial emphasis
on mentorship at all career stages.

We are based in three interlinked buildings, offering state of the art lab space, located on the
central Oxford University science area in South Parks Road. As part of the University's
Medical Sciences Division, we interact closely with many other divisional departments
including those based nearby on the Old Road Campus and at the John Radcliffe Hospital.
This contributes to a lively interdisciplinary research environment and provides easy access
to clinical collaborations.

For more information about the Department please visit: http://www.path.ox.ac.uk

The University of Oxford is a member of the Athena SWAN Charter to promote women in
Science, Engineering and Technology and Sir William Dunn School of Pathology currently
holds a departmental Athena SWAN silver award.

The Medical Sciences Division

The Medical Sciences Division is an internationally recognized centre of excellence for

biomedical and clinical research and teaching. We are the largest academic division in the
University of Oxford

World-leading programmes, housed in state-of-the-art facilities, cover the full range of

scientific endeavour from the molecule to the population. With our NHS partners we also
foster the highest possible standards in patient care.

For more information please visit: www.medsci.ox.ac.uk

How to apply
Before submitting an application, you may find it helpful to read the ‘Tips on applying for a
job at the University of Oxford’ document, at www.ox.ac.uk/about/jobs/supportandtechnical/.

If you would like to apply, click on the Apply Now button on the ‘Job Details’ page and follow
the on-screen instructions to register as a new user or log-in if you have applied previously.
Please provide details of two referees and indicate whether we can contact them now.
You will also be asked to upload a CV and a supporting statement. The supporting
statement must explain how you meet each of the selection criteria for the post using
examples of your skills and experience. This may include experience gained in employment,
education, or during career breaks (such as time out to care for dependants).

Your application will be judged solely on the basis of how you demonstrate that you meet the
selection criteria stated in the job description.

Please upload all documents as PDF files with your name and the document type in the
filename.  All applications must be received by midday on the closing date stated in the
online advertisement.

Information for priority candidates

A priority candidate is a University employee who is seeking redeployment because they

have been advised that they are at risk of redundancy, or on grounds of ill-health/disability.
Priority candidates are issued with a redeployment letter by their employing departments.

If you are a priority candidate, please ensure that you attach your redeployment letter to
your application (or email it to the contact address on the advert if the application form used
for the vacancy does not allow attachments)

Should you experience any difficulties using the online application system, please email
recruitment.support@admin.ox.ac.uk. Further help and support is available from
www.ox.ac.uk/about_the_university/jobs/support/. To return to the online application at any
stage, please go to: www.recruit.ox.ac.uk.

Please note that you will be notified of the progress of your application by automatic emails
from our e-recruitment system. Please check your spam/junk mail regularly to ensure that
you receive all emails.

Important information for candidates

Data Privacy
Please note that any personal data submitted to the University as part of the job application
process will be processed in accordance with the GDPR and related UK data protection
legislation. For further information, please see the University’s Privacy Notice for Job
Applicants at: www.admin.ox.ac.uk/councilsec/compliance/gdpr/privacynotices/job/. The
University’s Policy on Data Protection is available at:
www.admin.ox.ac.uk/councilsec/compliance/gdpr/universitypolicyondataprotection/.

The University’s policy on retirement

The University operates an Employer Justified Retirement Age (EJRA) for all academic
posts and some academic-related posts. From 1 October 2017, the University has adopted
an EJRA of 30 September before the 69 th birthday for all academic and academic-related
staff in posts at grade 8 and above. The justification for this is explained at:
www.admin.ox.ac.uk/personnel/end/retirement/acrelretire8+/.

For existing employees, any employment beyond the retirement age is subject to approval
through the procedures: www.admin.ox.ac.uk/personnel/end/retirement/acrelretire8+/.
There is no normal or fixed age at which staff in posts at grades 1–7 have to retire. Staff at
these grades may elect to retire in accordance with the rules of the applicable pension
scheme, as may be amended from time to time.

Equality of Opportunity
Entry into employment with the University and progression within employment will be
determined only by personal merit and the application of criteria which are related to the
duties of each particular post and the relevant salary structure. In all cases, ability to perform
the job will be the primary consideration. No applicant or member of staff shall be
discriminated against because of age, disability, gender reassignment, marriage or civil
partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.

The University’s Policy on Information Security Awareness

The information security awareness training is compulsory for all University staff; and as
part of our responsibility as a Department, ALL employees of the Department will be
required to complete the online information security awareness module, which provides a
combination of information, case studies and links to additional resources relating to
information security. You will be expected to complete this course as part of your induction
process, on your first day working in the Department of Biochemistry. This training will also
need to be completed in order to successfully complete your probationary period.

In order to ensure that we are compliant and up-to-date with the information security
awareness training, we need to ensure that all staff members have completed the latest
course, which may be accessed from the Information Security’s website by using the
following link:
https://www.infosec.ox.ac.uk/guidance-policy/training-and-awareness. You will also be
required to undertake this course on an annual basis, in order to satisfy the security
awareness training requirements of the University’s Information Security Policy.

Working at Dunn School of Pathology

The Dunn School prides itself on being a family friendly department.

As a department we are committed to creating a working environment that offers

opportunities for working parents/carers to achieve their professional goals and develop their
careers without having a detrimental effect on family life.

We have a range of family friendly policies and practices including maternity, paternity,
parental, carer and adoption leave. Oxford University has very generous maternity pay
arrangements, and in May 2014 was highlighted in the Times Higher Education as being one
of the three best in the country
(http://www.timeshighereducation.co.uk/story.aspx?storyCode=2013162). The Dunn School
offers flexible and supportive plans for managing maternity leave and return to work, and can
also usually support to employees who want to explore flexible and part-time working
options.

We have a core hours policy of 10am – 4pm, meaning that we try to arrange important
meetings, events and seminars within these times to help flexible workers and employees
with childcare commitments. We also have several designated child accessible areas within
the department, including the Dunn School canteen.
Benefits of working at the University
University Club and sports facilities
The University Club provides social, sporting and hospitality facilities. It incorporates a bar,
café and sporting facilities, including a gym. Staff can also use the University Sports Centre
on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and
swimming pool.
See: www.club.ox.ac.uk and www.sport.ox.ac.uk/oxford-university-sports-facilities.

Information for international staff (or those relocating from another

part of the UK)
If you are relocating to Oxfordshire from overseas, or elsewhere in the UK, the University's
International Staff website includes practical information related to moving to and settling in
Oxford such as advice on immigration, relocation, accommodation, or registering with a
doctor.
See: www.internationalstaffwelcome.admin.ox.ac.uk/
The University of Oxford Newcomers' Club
The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to
assist the partners of new staff to settle into Oxford and to provide them with an opportunity
to meet people in the area. See www.newcomers.ox.ac.uk/

Childcare
The University has excellent childcare services with five University nurseries, as well as
University-supported places at many other private nurseries.
For full details including how to apply and the costs, see www.admin.ox.ac.uk/childcare.

Family-friendly benefits
The University subscribes to My Family Care
(www.admin.ox.ac.uk/personnel/staffinfo/benefits/family/mfc/) and staff are eligible to
register for emergency back-up childcare and adultcare services, a 'speak to an expert'
phone line and a wide range of guides and webinars through a website called the Work +
Family space.

Disabled staff
We are committed to supporting members of staff with disabilities or long-term health
conditions. Please visit www.admin.ox.ac.uk/eop/disab/staff for further details including
information about how to make contact, in confidence, with the University’s Staff Disability
Advisor.

Staff networks
The University has a number of staff networks including the Oxford Research Staff Society,
BME staff network, LGBT+ staff network and a disabled staff network. You can find more
information at www.admin.ox.ac.uk/eop/inpractice/networks/

Other benefits
Staff can enjoy a range of other benefits such as free visitor access to the University’s
colleges and the Botanic Gardens as well as a range of discounts.
See www.admin.ox.ac.uk/personnel/staffinfo/benefits