Programme Finance and Office Manager

Responsible for the daily activity and delivery of Clwstwr Creadigol’s finance and research administration systems, processes, monitoring and reporting ensuring that partners and programme users receive a high level of service. Engaging directly with AHRC, Welsh Government and other funders to ensure smooth application of financial structures and disbursement.

The post is full time (35 hours per week), and is fixed-term until June 2022

Salary: £27,025 - £31,302 per annum (Grade 5)

Date advert posted: Monday, 22 October 2018

Closing date: Thursday, 8 November 2018

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

  • To have overall responsibility for the administration and financial management of the Clwstwr Creadigol programme.
  • To set up the project’s administration and financial processes.
  • To be responsible for all aspects of running the office including facilitating diaries, organising meetings, minute taking etc.
  • To be responsible for coordinating and submitting quarterly claims to the Welsh Government (WG) and Arts and Humanities Research Council (AHRC).
  • To set partner deadlines and be responsible for the timely collection and verification of partners' claims and transfer of payments to partners.
  • To prepare consolidated claims of the University and partners and ensure that they are processed by the required deadlines, by ensuring that partners are provided with the necessary information, guidance and support required in order for these deadlines to be met.
  • To monitor the project’s expenditure against budget for both Lead Partner and Partners and be responsible for salary and other re-charges to the project account as appropriate.
  • Attendance at project meetings involving partners, presenting administration and financial guidance and ensuring that the financial plan of the project is running to schedule.
  • Establish working relationships with key contacts, developing appropriate communication links with internal and external partners and stakeholders as required.
  • Be responsible for ensuring all internal documentation / procedures and desk top instructions are fit for purpose, up to date and communicated across the team.
  • To provide professional advice and guidance on finance processes and procedures to the team and customers, suggesting the most appropriate course of action where appropriate, and ensuring complex and conceptual issues are understood.
  • To provide training for the team on internal systems and processes.
  • To report on and resolve significant breaches of service standard. Investigate and report up to the Management Team on complaints and implement corrective action to mitigate the issues occurring again.
  • To ensure that all records relating to the University and partners are maintained in order to satisfy the audit requirements of AHRC and WG.
  • To act as main liaison point between the University and project partners on financial issues, building strong relationships with the project partners and other key stakeholders.
  • To keep abreast of the rules and conditions of AHRC and WG funding and to advise principal investigators and project partners of their obligations.
  • To advise on eligibility of all project expenditure, including requirements regarding supporting documentation.
  • To work closely with impact and evaluation team to provide input on economic impact indicators.
  • To ensure compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures and codes as appropriate.
  • To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, EC directives and the University’s Safety, Health and Environment Policies and procedures and to cooperate with the University on any legal duties placed on it as the employer.
  • You may be asked to perform other duties occasionally which are not included above, but which will be consistent with the role.

Person Specification

Essential Criteria


1) A relevant degree or equivalent professional experience / professional qualifications.​


2) Highly proficient in financial and research practices.

3) Highly proficient in setting up, delivering and monitoring administration processes and practices.

4) Excellent IT skills, including use of Microsoft Office package.

5) Proven ability in developing systems that support and enable remote and agile working practices.

6) Proven ability to organise and prioritise work to tight deadlines.

7) Excellent teamwork skills, as well as the ability to work independently.

8) Experience of using Oracle Financial Package (including Oracle Projects or similar).

9) Experience of providing advice to and interpreting financial information from project colleagues and project partners in a clear & concise manner.

Specific Qualities​

10) Commitment to high work standards, paying particular attention to detail and accuracy.

Desirable Criteria

11) To hold or be studying towards a recognised Professional Accounting or Administration qualification.

12) Experience of financial administration in a Higher Education or other public sector organisation.

13) Understanding of key financial governance issues, such as financial regulations and procedures in a public sector environment.

Additional Information

Salary Range Min.


Salary Range Max.


Job Category

Management & Executive


Grade 5

Find out more and apply.