At a Glance
- Tasks: Support travel, events, and finance administration for staff and students.
- Company: Join Heriot-Watt University, a diverse and inclusive community.
- Benefits: Enjoy 28 days holiday, competitive salary, and flexible working options.
- Other info: Great career growth opportunities in a supportive environment.
- Why this job: Be part of a dynamic team making a real impact in education.
- Qualifications: A-levels or equivalent, strong communication, and organisational skills required.
The predicted salary is between 24546 - 26093 € per year.
Role: Administrative Assistant (2x positions available)
Grade and Salary: Grade 4 £24,546- £26,093 FTE
Working Pattern: 1FTE (full time- 35hrs per week, Monday – Friday)
Holiday Entitlement: 28 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)
Purpose of Role: The role of the Administrative Assistant is to work as part of a team to administer travel, conference and accommodation bookings for school staff and students, check and provide support to staff completing expenses forms, and undertake general finance administration tasks. The post is based full-time on the Edinburgh campus and the work will be varied, requiring the role-holder to provide a fair, friendly and timely service to staff, students, partners and visitors.
Key Duties & Responsibilities:
- Travel, conferences, and events administration: Book travel, accommodation and conferences for staff and students, optimising value for money; process visa applications if required and ensure that risk assessment forms are completed and that personal details are updated; book accommodation and travel for external examiners, accreditation panel members etc.; book catering for meetings, events, external exam boards, accreditation visits etc.; contribute to travel log of all travel; ensure that HWU risk policies are adhered to when booking travel or procurement.
- Administer the purchasing process: Act on all purchase requisitions; issue orders or arrange purchase card transactions; match invoices to receipted purchase orders; receipt goods and reconcile to Oracle; process workflow completions within agreed timescales; reconcile purchasing cards within agreed timescales.
- Handle staff expenses claims and advances administration: Administer all staff expenses claims and advances, including the correct allocation of expenses, reconciling purchasing cards and refundable for research travel; review expense claims within HWU Travel and Expenses Policy guidelines and liaise with staff when claims are disallowable.
- General administration: Requisition stationery stocks across all School buildings and order business cards for staff; arrange DHL pickups and finalise bills; arrange confidential waste pickups.
- Assist in the implementation of improved working practices and administrative systems.
- Work as an integral member of the team and be able to cover for absences within the team.
Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.
Essential Criteria:
- Educated to Higher level/A-levels or equivalent.
- Experience of working to strict deadlines under pressure.
- Experience of taking a proactive approach to administrative/financial support.
- A team player, with good oral and written communication skills.
- Good interpersonal skills with the ability to communicate oral, written and electronic information.
- Good organisational skills, with the ability to work with speed and accuracy.
- Proficient in Excel, Word, Outlook.
- The ability to problem solve day to day problems by following guidelines or referring to what has been done before.
- The ability to work both independently, flexibly and within the needs of the team as a whole.
Desirable Criteria:
- Experience of working within an FE/HE institution.
- Experience of working with a large accounting/ledger software system.
- Experience of working with different types of budgets.
- Experience of working in a busy finance office.
- Understanding of accounting/financial regulations, and ability to communicate financial regulations to others.
How to Apply: Applications can be submitted up to 11:55pm (UK time) on Tuesday 26th May. Please submit your CV & covering letter via the Heriot-Watt online recruitment.
We welcome and will consider flexible working patterns e.g., part-time working and job share options. Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised, and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all. Heriot-Watt University values diversity across our university community and welcomes applications from all sectors of society, particularly from underrepresented groups.
For more information, please see our website here and also our award-winning work in Disability Inclusive Science Careers here.
Use our total rewards calculator: here to see the value of benefits provided by Heriot-Watt University.
About the Team: Procurement Services provide professional, qualified procurement expertise, advice and services for the University's non-pay expenditure. We support all companies within the Heriot-Watt Group, across all five campuses, ensuring that the ethos and principles of fairness, transparency, openness, economy and competition are evident and consistent across the University's procurement activities. Procurement Services meet the University's requirements of acquiring goods, services and capital works in a way that delivers best value-for-money and benefits for not only to the University, but in a way that makes a significant, sustainable and socially responsible contribution in our local regions and across the world, while ensuring compliance with legislative requirements including Scottish, UK, World Trade Organisation and European Union Procurement Law.
About Heriot-Watt University: At Heriot-Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team. Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.
Administrative Assistant in Edinburgh employer: Heriot-Watt University
Heriot-Watt University is an exceptional employer, offering a supportive and inclusive work culture that prioritises employee well-being and professional growth. With competitive benefits such as 28 days of annual leave, opportunities for flexible working patterns, and a commitment to diversity, staff can thrive in a dynamic environment while contributing to meaningful projects that have a global impact.
StudySmarter Expert Advice🤫
We think this is how you could land Administrative Assistant in Edinburgh
✨Tip Number 1
Network like a pro! Reach out to current or former employees at Heriot-Watt University on LinkedIn. A friendly chat can give you insider info and maybe even a referral, which can really boost your chances.
✨Tip Number 2
Prepare for the interview by researching common questions for Administrative Assistants. Think about how your skills match the job description and be ready to share specific examples of your experience.
✨Tip Number 3
Show off your organisational skills during the interview! Bring a portfolio with examples of your work, like travel bookings or expense reports, to demonstrate your attention to detail and ability to handle multiple tasks.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can leave a lasting impression and shows your enthusiasm for the role. Plus, it’s a great chance to reiterate why you’re the perfect fit!
We think you need these skills to ace Administrative Assistant in Edinburgh
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Administrative Assistant role. Highlight relevant experience, especially in travel and finance administration, and showcase your organisational skills. We want to see how you can bring value to our team!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for this role. Mention specific examples of your past experiences that align with the key duties listed in the job description. Let us know what makes you tick!
Show Off Your Skills:Don’t forget to mention your proficiency in Excel, Word, and Outlook. If you've worked with accounting software or have experience in a busy finance office, make sure to highlight that too. We love seeing candidates who are tech-savvy and ready to hit the ground running!
Apply Through Our Website:Remember to submit your application through our website before the deadline! It’s the easiest way for us to keep track of your application and ensures you’re considered for the role. We can’t wait to see what you bring to the table!
How to prepare for a job interview at Heriot-Watt University
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the job description. Familiarise yourself with the key duties and responsibilities of the Administrative Assistant role, especially around travel and finance administration. This will help you demonstrate how your skills align with what they’re looking for.
✨Showcase Your Organisational Skills
Since this role requires excellent organisational skills, prepare examples from your past experiences where you successfully managed multiple tasks under pressure. Be ready to discuss how you prioritised your workload and ensured accuracy in your work.
✨Brush Up on Financial Knowledge
Given the financial aspects of the role, it’s a good idea to review basic accounting principles and any relevant software you might encounter. If you have experience with large accounting systems, be prepared to talk about it and how you’ve used it to streamline processes.
✨Prepare Questions to Ask
Interviews are a two-way street! Prepare thoughtful questions about the team dynamics, the challenges they face, or how success is measured in this role. This shows your genuine interest in the position and helps you assess if it’s the right fit for you.
