Administrative Assistant - Glasgow, United Kingdom - University of Glasgow

University of Glasgow

Verified Company

Glasgow, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

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Description

Job Purpose

The Information Services Directorate has created a Resource Team that is focused on providing high levels of service to stakeholders and develops a culture of continuous improvement.

The role holder will be expected to support the Senior Resource Administrator in optimising and standardising the services that the team provides to the Directorate.

They will have a clear understanding of the needs of the customer base and the University standard accounting and transaction management processes and will work to provide an effective and efficient service level delivery.

In doing so, they will be expected to work with Directorate professional and technical staff to ensure that purchase to pay, direct entry invoicing, sales invoicing, journal processing and underlying data integrity are delivered in a controlled, effective and efficient manner utilising the appropriate standard University process and systems.

Main Duties and Responsibilities

Provision of Transaction Services to Directorate.

The role holder will be part of a single team working within the Resource Team and deliver the following services:

Purchase Order Processing: ensuring that orders are placed through Agresso on a timely basis and are compliant with all internal regulations, including Procurement requirements, budgetary checks and VAT checks.
Communication with internal customers to ensure that they are aware of the status of their orders.
Ensure GRN processing is properly carried by end users in relation to the orders and that automatic matching of supplier invoices can take place through the central University AP function.
Providing a single point of contact to users to support purchasing queries including outstanding orders, price queries, back orders and tracking of order numbers.
Provide a single point of contact for the acquisition of services using purchasing cards.
Provide a single point of contact for Direct Entry invoicing.
Process orders for travel ensuring that University regulations are complied with.
Sales order processing: ensuring that sales invoices are processed on a timely basis and in compliance with documented internal controls.
Journal processing: the Resource Team will provide journal processing /recharging services for the Directorate.
Processing journals in accordance with the documented processes within the team and ensuring that all internal controls are properly complied with.
There will be additional services that the Resource Team will provide in relation to the provision of adhoc information e.g. for audit requests and supplier standing orders and reconciliations.
Assist in the production of this information as required.
Provision of High Levels of Customer Service.

An essential element of the success of the Resource Team is that end users (technical and professional staff) receive a high level of customer service, that their requests are dealt with promptly and that they have a named, accountable individual within the team dealing with their request.

The role holder is expected to work within the Team to deliver on this objective. Specifically they will be the named, primary accountable contact for a particular function of the team.

While the Team will be centrally located, it is likely that end users may require face to face contact in order to support their requests.

The role holder will be expected to travel between the University's campuses in order to facilitate this.

General Finance Office Duties

The role holder will be expected to perform the following additional office duties:

General duties relating to the office such as photocopying, answering telephone queries, assisting staff with finance process queries
Filing of goods received notes etc.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 Scottish Credit and Qualification framework level 5 or 6 (national 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent including Maths and English.

A2 Knowledge and understanding of finance process compliance and its importance.
A3 Use of Microsoft Office Packages - Word, Excel, Outlook.

Desirable:

B1 Knowledge of corporate/ financial systems, policies and procedures.

Skills

Essential:

C1 Excellent interpersonal & communication skills, both verbal & written, with the ability to communicate effectively with all grades of staff both internally & externally.

C2 Numeracy and the ability to understand and communicate financial information.
C3 Ability to input financial information accurately into Agresso/equivalent.
C4 Ability to organise & prioritise own workload, work with minimum supervision and to multi-task.
C5 Accurate keyboard skills with a working knowledge of accounting systems, spreadsheets & word processing.
C6 Attention to detail and the ability to challenge, ensuring policy and procedures are adhered to.
C7 Ability to work in a change environment.

**Experience*