Finance Assistant Apprentice | Operations Group | Finance | LMB 2742

£23,794 per annum

This is a fixed-term position for 14 months to complete an apprenticeship.

Overall purpose:

To proactively provide accounting support to the Finance team in the MRC Laboratory of Molecular Biology (LMB) by performing tasks including purchase invoice processing, adjustment journal preparation and entry onto the Oracle Fusion accounting system. This role will also assist with the preparation of budget plans within the constraints of corporate deadlines.

To provide administrative support to the LMB’s Head of Finance, Deputy Head of Finance, Finance Officer and Research Funding team.

To undertake a Level 2 Accounts for Finance Assistant Apprenticeship with First Intuition Cambridge, attending a mixture of in-person sessions at their training centre and online sessions. As part of the apprenticeship, you will also study for and achieve the following qualifications:

• AAT Level 2 Certificate in Accounting
• Institute of Certified Bookkeepers Level 2 Certificate in Bookkeeping
• Institute of Accountants and Bookkeepers Level 2 Certificate in Accounting and Business

Main duties / Key responsibilities:

Routine Accounting Tasks

• Using the accounting system (Oracle Fusion), action invoice queries received daily, by liaising with requisitioners, Divisional Administrators and the UK Shared Business Services (UKSBS).
• Prepare input documents for invoices charged to a number of cost centres ensuring that the invoices are processed to meet payment deadlines. Suppliers of these invoices include: Fedex, DHL, Veezu Taxis, University of Cambridge and our catering company. Liaise with suppliers as necessary.
• Scanning, and electronic filing of purchase invoices and sending documents to UKSBS using service requests on Oracle Fusion.
• Track utility and courier costs, obtain required approvals, and support invoice processing and payments.
• Monitor the progress of utility, courier and other critical invoices to ensure prompt payment.
• Issue receipts for cheques received in the Finance Office, complete the miscellaneous receipt request form, sending cheques to UKSBS as received.

Month End Procedures

• Prepare and upload journals for movement of costs as required, forwarding them to the Finance Officer or Head of Finance for checking.
• Assist the Finance Officer with the collection of data for accruals and prepayments.
• Obtain utility meter readings from the Estates & Facilities team and complete the recharging exercise by raising invoices to other organisations.
• Assist the Finance team with the investigation and clearance of the accounts payable balance sheet.

Budgets

• Assist the Finance team with the preparation of annual budgets on the accounting system, completing control sheets, updating journal log and printing documents.
• Assist the Finance team with the analysis and preparation of data for forecasting and budgeting purposes.

Support to Finance Staff

• Provide on-going general support to the Finance team.
• Maintain the smooth running of the department’s facilities e.g. paper and toner in printer and photocopier and stationery orders.
• Update the Finance assistant procedure manual.
• Receive and distribute incoming post for the Finance team on a daily basis.
• Act on queries within own responsibility.
• Any ad hoc tasks appropriate to the role.

Working relationships:

You will work closely with all staff within the Finance team and will report to the Deputy Head of Finance.

You will build and maintain a good working relationship with the Divisional Office staff and work closely with all members of the LMB where invoicing issues arise.

You will work and communicate with UKSBS staff to resolve invoice queries promptly and liaise with suppliers as necessary.

Additional information:

We support our employees with a range of formal and on-the-job training, including:

• UKRI training courses
• External training and personal development courses
• One-to-one training with their supervisor and other colleagues

As an apprentice you will commit to undertaking the following:

• Working to the highest standards
• Attending training courses
• Identifying additional training, which will support you to develop your career
• Taking all measures necessary to ensure your own and other employees health & safety

We encourage applicants to be clear and specific about their motivations, and how their interests align with the work of the LMB.

Person Specification

To apply for this apprenticeship, you will need to demonstrate within your CV that you meet the following criteria. Evidence may be used from current or prior paid employment, voluntary roles or educational experiences.

Where indicated, this detail will be assessed at shortlisting (S), interview (I) or both (S&I).

Education / qualifications / training required:

Essential: Educated to GCSE Standard, with a minimum of GCSE grade 9-4 including or equivalent in English and Maths. (S)

Desirable: Educated to ‘A’ Level standard. (S)

Previous work experience required:

Essential: Experience of working as part of a team, understanding a variety of roles and responsibilities appropriate to service needs. (S&I)

Desirable:

• Experience of working in an office environment dealing with queries. (I)
• Experience of accurate record keeping and filing with a