UNIVERSITY OF LINCOLN JOB DESCRIPTION CONTEXT

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1 JOB TITL DPARTMNT LOCATION Financial Systems Manager Finance Brayford Pool, Lincoln UNIVRSITY OF LINCOLN JOB DSCRIPTION JOB NUMBR FS6123 GRAD 6 DAT November 2015 RPORTS TO Senior Finance Manager CONTXT The Finance Department consists of approximately 35 professional staff who have relationships with every area of the University at both a strategic and operational level. The role of Finance ranges from supporting the development of University strategy, maintaining accurate accounting records, safeguarding assets and providing an excellent student experience. This Financial Systems Manager role is a critical role within the department. Corporate finance systems must meet operational and commercial needs, facilitating streamlined processes and delivering an excellent experience for all users both now and in the future. JOB PURPOS Reporting to a Senior Finance Manager, the purpose of this role is to: provide expert advice and guidance in the use and further development of the Technology One finance system and other relevant systems, ensuring that the use of the systems is optimised for an excellent user experience, with effective and efficient business operations; as directed by the Senior Finance Manager, review future business needs and identify new and alternative approaches to performing business activities. Analyse business processes and recognise the potential for automation of processes, assess the costs and potential benefits of new approaches; work with the ICT business relationship manager to establish and control rolling plans for all finance system development work; working with the Senior Finance Manager and partners within ICT, where appropriate, lead and manage the implementation of process and system change projects from a Finance perspective; ensure that finance system users are fully trained, supported and competent in their use of the system, thus maximising the system efficiencies available; and keep track of emerging technologies to ensure that the Technology One system, and the wider finance systems remain aligned with available enhancements and developments and Page 1 of 8

2 that the University can exploit the opportunities provided by IT to ensure more effective and efficient performance. Page 2 of 8

3 KY RSPONSIBILITIS Develop the Use of the Corporate Finance Systems To work collaboratively with the Senior Finance Manager to ensure that the design, development and support of the corporate finance systems meet the ongoing and changing requirements of the business. To draft, and recommend for approval, rolling plans for finance system development work in consultation with the Finance Senior Management Team, key Finance stakeholders and ICT. To work with the Senior Finance manager to prioritise systems development projects recommending the effective and appropriate use of resources within Finance and ICT to enable delivery. Control and co-ordinate development projects from a Finance perspective in conjunction with the ICT Project Management Office. Lead and manage Finance project teams to support the delivery of system developments, co-ordinating resource and providing guidance, support and feedback. Control the process for thorough user acceptance testing and recommending sign-off of all system changes and development projects. In conjunction with other Finance Managers, represent the department on University-wide projects where integration to the finance system is required. Participate in external networking forums and keep track of emerging technologies to ensure the finance systems remain aligned with available enhancements and developments. nsure that all relevant sector regulatory compliance such as PCI-DSS (Payment Card Industry Data Security Standard) and University regulation is built in to all new project plans and fully delivered as part of all project sign-off. Administration and Configuration of the finance systems To maintain responsibility for systems administration, ensuring security profiles are set up, amended or deleted as required in accordance with established internal procedures. Review and design finance system workflows to ensure that the system remains efficient and meets operational needs whilst maintaining robust internal control. Understand and explore user needs to identify requirements and design the workflows accordingly. Work closely with the Systems Accountant and Technology One Support Team to deliver new workflows. To be innovative on system and process design solutions and influence certain users to accept new ways of working, negotiating and resolving conflict where it occurs. Produce and maintain high quality written procedures and user manuals to support the operation and maintenance of the system. nsure security profiles within the system accurately and consistently reflect the Financial Regulations. nsure the system is flexible and updates are made efficiently when changeto the Regulations are necessary. In collaboration with ICT and the supplier plan, co-ordinate and control system upgrades ensuring Page 3 of 8

4 appropriate testing is carried out and fully signed off. Support the Senior Finance Manager and ICT supplier relationship manager in supplier relationship management, attending meetings and forums as appropriate, providing practical and operational knowledge. Provide system support to users Control and co-ordinate day to day system support, ensuring that service and operational efficiency are maximised, appropriate service standards are set, and that the system is resilient and robust. Utilise the Finance Forum network as a key method of providing system support to this key group of users. Facilitate system support working group sessions providing knowledge and guidance to resolve issues and improve processes for the shared benefit of the Finance Department and the wider University. Provide first line support to Finance colleagues and University Finance Officers and co-ordinate support and responses from Finance colleague experts. Liaise with the ICT Service Desk where appropriate to log and record incidents and requests. Review requests and incidents received direct from other colleagues and review incidents and requests raised through the ICT Service Desk with the ICT Service Desk Manager to identify consistent themes and issues being raised and recommend appropriate actions and system developments. Liaise with the ICT Supplier Relationship Manager and the suppliers service desk as required to resolve issues. Support the ICT Department s University wide Service Desk by acting as second line support for finance system use and process related issues logged through ICT. nsure issues are passed to an appropriate colleague for action and fully closed off within the ICT Service Desk once resolved. Provide support to the Systems Accountant in the design and scoping of reports and dashboards to meet user needs and enhance stakeholder decision making. Co-ordinate the delivery of system training Co-ordinate and maintain the delivery of training to University staff in the use of the finance systems. Communicate complex technical solutions in a sensitive manner pitched to the user abilities. Develop innovative training solutions and manage the delivery on a one to one basis and to groups in a classroom environment as required. Assess training participant s performance and competency and provide feedback where appropriate. Identify where additional support is required and take appropriate action to ensure training is successful and all participants are fully equipped to operate the system effectively. To develop and maintain simple and effective users guides to be made available to all staff on the Finance portal pages. nsure guides make the complex technical system solutions understandable and workable for the wider University audience. To ensure that training on finance systems is provided to all new University staff members as appropriate to maintain system and data integrity and control. Control data security and data standards Page 4 of 8

5 To maintain responsibility for the promotion and embedding of data security across the Finance Department. Liaising with ICT and the Data Compliance Manager, promote a data secure environment ensuring the finance team are fully up-to-date, aware and vigilant to security issues. To maintain ownership and responsibility of the Finance Department data quality standards. Liaise with the Finance team and the wider University to embed standards and ensure they are understood and consistently applied. Recommend to management remedial actions where issues arise. Page 5 of 8

6 Maintain effective communications with system users Maintain effective communication with all system users identifying appropriate channels and methods suitable to user needs. Use high levels of original thought to ensure communications are clear and effective, meet user needs and are pro-active in dealing with issues, or anticipated issues. To maintain the portal pages relating to the finance system, ensuring that the information is accurate, up-to-date and meeting the changing needs of the wider users. In addition to the above, undertake such duties as may reasonably be requested and that are commensurate with the nature and grade of the post. ADDITIONAL INFORMATION Scope and dimensions of the role The post holder will report to the Senior Finance Manager. Internal Key working relationships/networks xternal Finance Department Staff at all levels All finance system users across the, including: - SMT members - budget holders - finance officers - all requisitioners of good/services - purchase card holders Technology One (support desk, consultants, relationship manager, account manager) Other system provider relationship managers Internal and external auditors ICT staff, and particularly the ICT Service Desk, the PMO team and ICT Security Officer Data Compliance Manager Page 6 of 8

7 UNIVRSITY OF LINCOLN PRSON SPCIFICATION JOB TITL Financial Systems Manager JOB NUMBR FS6123 Selection Criteria ssential () or Desirable (D) Where videnced Application (A) Interview (I) Presentation (P) Qualifications: Graduate degree or equivalent experience A xperience: Working with Finance systems in a large organisation Developing and implementing process reviews Liaising with third party suppliers and consultants System administration, set-up and security controls Training users in the effective use of new systems xperience of the Technology One corporate system D Skills and Knowledge: Highly computer literate Strong analysis, evaluation and problem solving skills xcellent verbal and written communication skills,p xcellent team working skills xcellent instructional and presentational communications skills,p xcellent negotiation skills and the ability to influence decisions Project management skills Awareness of the Data Protection Act and PCI-DSS requirements D An understanding of the operational workings of a University D,P Competencies and Personal Attributes: Ability to interact with academic and professional staff at all levels,p Tenacity and personal drive, with a can do positive approach Highly organised and able to plan and manage own workload Ability to demonstrate creative and innovative ways of thinking Ability to thrive in a demanding and sometimes pressured role Ability to think from a customer perspective and meet their needs A commitment to continuing professional development Business Requirements: Flexible in working hours on occasions to accommodate meeting deadlines (eg. during upgrades and implementations) I Page 7 of 8

8 ssential Requirements are those, without which, a candidate would not be able to do the job. Desirable Requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Author DB HRBA J Page 8 of 8

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