Finance Administrator

As the living, growing home of our national story, The National Archives is already a special place to work. We’re an institution nearly 200 years old with a collection spanning 1,000 years of history. But it’s where we go next that makes things really interesting .In our strategic vision: Archives for Everyone, we set ourselves the challenge of becoming the 21st Century national archive - a different kind of cultural and heritage institution: Inclusive, Entrepreneurial, Disruptive. We won’t become this overnight. It will take time, focus, effort and daring.That’s where you come in. Because we can’t do this without you.Job OverviewSalary: £29,258 per annumContract type: PermanentBand: D / Executive OfficerClosing date: Thursday 18th June 2026 at midnightDo you have a passion for finance, excellent organisational skills, and a keen eye for detail? Are you a good communicator who would enjoy working with digital teams in a busy department?The National Archives collects and secures the future of the public record, preserving it for the nation and making it as accessible and available as possible. Our collection is one of the largest in the world, containing over 11 million historical records from medieval parchment to modern papers, digital documents, datasets and tweets. The records we collect are increasingly created, managed and transferred to us digitally.You will work within a vibrant Digital and Technology Directorate supporting managers whose teams are creatively engaged in the transformation of our digital archive and services. You will assist managers to monitor their budgets, create reconciliation reports, and track spend. You will support managers in breaking down and managing invoicing for contracts with external suppliers. You will be the purchase order requisitioner for the Digital and Technology department and will liaise with the finance payments team to ensure timely invoicing.This is a full time post. However, requests for part-time working, flexible working and job share will be considered, taking into account at all times the operational needs of the Department.A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site for a minimum of 60% of their work time.Application ProcessInterviews will be held on-site in July 2026. The interview will be a question and answer session.Applications: You will be asked to provide your work history, and answers to 2 questions relating to the following key requirements for the role:Proven experience as a Finance Administrator or similar role.Good knowledge of invoicing, accounts payable or budget management.We ask candidates to write about 800 words total. Selection for interview will be based on the above ‘essential’ requirements so please ensure that your application demonstrates in detail how you meet these requirements.In the event of a high volume of applications we will conduct an initial sift based on the following essential criteria:Proven experience as a Finance Administrator or similar role.During the interview, candidates will be assessed on all of the essential criteria shown in the job description below.Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please visit the Civil Service Careers website where you can find further information on the use of AI in the application guidance section.Sponsorship:We are unable to offer sponsorship for this role.Job DescriptionRole and ResponsibilitiesWe are looking for a finance administrator to work within a Digital and Technology Directorate supporting a programme manager, departmental managers and their digital/IT teams to ensure smooth running of supplier invoicing and monitor expenditure. You will:Raise and process purchase requisition orders for the department and ensure good record-keeping of all incoming invoices and orders.Liaise with suppliers and finance accounts payable to ensure that invoicing queries are resolved swiftly and invoices are submitted promptly so that monthly deadlines are met.Provide assistance to managers to help them to plan in advance to manage invoicing for delivered work, in accordance with supplier’s contracts.Provide financial support to managers by tracking commitments, monitoring expenditure and preparing reconciliation reports against purchase orders.Assist managers by maintaining a detailed record of categorised budget and expenditure for programme/project spend.Ensure that all processes are carried out in compliance with our financial policies and relevant legislation.Working ConditionsNormal office environmentDisplay Screen Equipment userPerson SpecificationEssential criteria:Proven experience as a Finance Administrator or similar role.Good knowledge of invoicing, accounts payable or budget management.Advanced knowledge of Excel.Solid data entry skills with an ability to identify numerical errors.Good organisational and time-management abilitiesExcellent communication skills.Desirable criteria:A qualification in Finance, Accounting or a relevant field.Awareness of Workday (for invoicing).The Civil Service is committed to attract, retain and invest in talent wherever it isfound. To learn more please see the Civil Service People Plan and the Civil ServiceD&I Strategy .BenefitsGenerous benefits package, including pension, sports and social club facilities, onsite gym, discounted rates at our on-site cafe and opportunities for training and development. Annual leave entitlement of 22 days per calendar year (rising to 25 after the first year, and incrementally to 30 days after six years) and 10½ days public and privilege holidays per annum.Any move to The National Archives from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at ( opens in new window)Reasonable adjustmentsIf a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.If you need a change to be made so that you can make your application, you should:Contact The National Archives via View email address on click.appcast.io as soon as possible before the closing date to discuss your needsComplete the ‘Reasonable Adjustments’ section of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service ProfessionalFeedback will only be provided if you attend an interview or assessment.SecuritySuccessful candidates must pass a disclosure and barring security check.People working with government assets must complete basic personnel security standard checks (opens in new window)Nationality requirementsThis job is broadly open to the following groups:UK nationalsnationals of the Republic of Irelandnationals of Commonwealth countries who have the right to work in the UKnationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil ServiceFurther information on nationality requirements (opens in new window)Working for the Civil ServiceThe Civil Service Code (opens in new window) sets out the standards of behaviour expected of civil servants.We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles . (opens in new window)The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.This vacancy is part of the Great Place to Work for Veterans initiative . (opens in new window)Contact point for applicants:Name: The National Archives Recruitment TeamEmail: View email address on click.appcast.io informationIf you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact The National Archives via email: View email address on click.appcast.io If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission at (opens in new window) #J-18808-Ljbffr