Business Service Manager - Finance

Grade and Salary: Grade 7 (£37,694-£47,389)

FTE and working pattern: 35 hours per week.

Organisation Name: Oriam Scotland's Sports Performance Manager, Professional Services Directorate

About Our Organisation

Oriam is Scotland's Sports Performance Centre and a subsidiary company of Heriot-Watt University. Oriam plays a key role in supporting the University's strategic priorities through excellence in sport, physical activity, and facility management. As a subsidiary, Oriam operates with close alignment to the University's policies and standards, while also maintaining operational independence to deliver a world-class sporting environment for performance athletes, students, staff, and the wider community.

The Oriam team is part of the University's Professional Services Directorate, under Oriam and Sport, contributing to the University's mission and business objectives. Oriam delivers a range of financial and operational services, including:

• Routine financial transaction processing in hire agreements, contract, purchasing from suppliers, accounts payable, and accounts receivable for Oriam which includes revenue from the sports partners, students, and community.
• Effective management of Oriam's facilities and financial resources, reflecting the Gladstone system inhouse for bookings and financial accounting.
• Timely and accurate management accounting and financial reporting inline with the HWU accounting timelines.
• Operation and oversight of the Fusion / Oracle financial system to ensure all procedures and processes are followed in accordance with the HWU Financial Regulations.
• Compliance with statutory financial reporting requirements for banking, direct debit processes and HWU audits.

In addition to financial oversight, Oriam supports the University's strategic plan through effective delivery of student and community sport. Oriam adheres to Heriot-Watt University's financial planning framework, including capital investment planning, project appraisal, and the identification of sustainable funding streams.

Purpose of Role

This is a key role within the Oriam staffing structure, reporting to the Director of Operations. The Business Services Manager - Finance will be responsible for overseeing all financial transactions, including income and expenditure from Oriam customers, maintaining the accuracy of accounts receivables, and delivering monthly financial reports to senior management and working closely with the HWU Finance Business Partner and Entity Controller.

The role manages a small team including the Administration Manager, who has the following staff reporting to them; Finance Assistant, Bookings Assistant and the Administration Supervisor will report directly to the BSM - Finance.

The BSM- Finance will also collaborate closely with colleagues in Treasury, Student Services, and Finance Systems to provide budget forecasts, support financial planning, and resolve system issues related to receivables accounting.

Monitoring and Reporting

• Prepare Finance Reports for the Oriam Business.
• Report on the business KPIs to regularly monitor performance against financial targets.
• Prepare analysis and supporting commentary for KPI results.
• Prepare and issue monthly reports to colleagues and senior management team.

Knowledge

• Develop and maintain knowledge of accounts receivable issues, regulations and trends pertaining to higher education establishments in Scotland.
• Develop and maintain awareness of payment security issues.

Please note that the above list of key duties and responsibilities is not exhaustive, and the role holder will be expected to undertake other ad hoc duties as required.

Education, Qualifications & Experience:

Essential

These are the criteria on which the short-listing and recruitment selection will be made.

1. Educated to first degree level or equivalent or equivalent practical experience in the workplace in Business Administration and Finance Management.
2. Working towards a qualification or qualified in Finance Management.
3. Experience of working within a similar environment as outlined above.
4. Ability to manage a team and coach, motivate, assess, and manage a team, including setting objectives.
5. Ability to manage budgets and finance forecasting.
6. Competent in the use of relevant IT packages.
7. Proven relevant experience in an accounts receivable functionwhich will have been acquired over a number of years, with a basic understanding of the relevant theory.
8. Excellent interpersonal, influencing and presentation skills, able to understand and communicate complex issues effectively.
9. Demonstrable excellent customer service.
10. Demonstrable ability to work quickly, flexibly, and accurately in a dynamic, changing, and pressured environment.
11. Experience of collaborating closely with stakeholders across all levels of the organisation.
12. Demonstrable professional and initiative-taking approach.

Desirable

1. Professional Qualification or membership of Professional body (where applicable).
2. Experience of working in Higher Education.
3. Ability to research, analyse and present complex information effectively with good diligence.
4. High level organisational skills with the ability to prioritise major developments and to function effectively in a pressured environment.
5. Good knowledge and understanding of relevant legal, statutory and governance applications and turning them into good practice.
6. Experience in using Oracle finance system.
7. Experience in using Excel at an advanced level (e.g. charts, pivot-tables, V-lookups).

Competencies, Tasks and Responsibilities

The tasks and responsibilities listed under the following Competency Headings form part of all management roles in the University at this level and it is expected that the role-holder will always perform them to at least an effective standard.

Management Responsibilities

1. Allocate work and responsibilities, clarify requirements, and set and agree clear objectives for team members.
2. Manage the day-to-day administration process for all finance work in the business. Ensuring clear processes and followed within the business.
3. Recruit, monitor and support performance management and development of team members to ensure that individual contributions are optimised.
4. Ensure compliance with the legal regulations and governance regulations for the Organisation.
5. Ensure all required health and safety standards in the area of responsibility.
6. Monitor the budgets of the work area/research area/grant, making sure it operates effectively within budget constraints and ensuring appropriate stocks and financial records are maintained.

Decision Making

1. Provide timely and accurate advice to customers and stakeholders based on your technical knowledge.
2. Assess the risks of assorted options and work with the relevant customer/stakeholder to achieve the optimum outcome.
3. Provide technical or specialist advice and support to others to enable development of strategy, direction, and vision.

Planning and Organising

1. Plan, prioritise and organise your own work and that of your team to ensure the timely delivery of agreed service objectives in line with customer needs.
2. Set performance standards and establish regular monitoring processes to ensure work is conducted and performed to the required standard, taking the necessary follow-up measures to ensure targets are met through effective performance.
3. Plan, organise, co-ordinate and facilitate meetings, workshops and larger events ensuring effective use of resources and budget.
4. Monitor project status and take remedial action where necessary to ensure that projects are delivered on time.

Initiative and Problem Solving

1. Provide advice and guidance on complex and non-standard queries, using personal knowledge and experience.
2. Use initiative and creative ideas to resolve non-standard problems using experience and reasoning to reach an effective conclusion.
3. Generate original ideas and innovative solutions through the provision of specialist knowledge and advice as appropriate.
4. Prepare and deliver training and briefing sessions to provide tools, techniques and support to relevant customers and stakeholders.

Team Work

1. Work collaboratively and effectively within your department, sharing expertise and contributing to the development of the department operational plan.
2. Participate in working groups within the university and externally if required, sharing ideas, experience and providing technical advice.
3. Provide support and encouragement to your team.
4. Build cooperation and set example by always demonstrating a flexible approach.
5. Cover for other managers in the department, including deputising for senior members as appropriate.

Service Excellence

1. Set the standard of service level delivery for your team.
2. Create a positive image of the University by being responsive, prompt, and courteous when responding to requests or enquiries from customers.
3. Comply with University Policies when always managing or processing personal and other confidential information.
4. Provide timely and appropriate guidance and advice on policy, procedure, legislation, and local processes and contribute to policy/procedure development click apply for full job details