At a Glance
- Tasks: Administer travel and finance tasks for staff and students, ensuring smooth operations.
- Company: Join Heriot-Watt University, a leading institution with a commitment to equality.
- Benefits: Enjoy 28 days annual leave, competitive salary, and a supportive work environment.
- Other info: Opportunity for personal growth in a vibrant university setting.
- Why this job: Be part of a dynamic team making a real difference in the academic community.
- Qualifications: A-levels or equivalent, strong communication skills, and proficiency in Microsoft Office.
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 and working pattern: 1 FTE (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 expense 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, to include:
- 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 for both HWU and Heriot‑Watt Trading; acting on all purchase requisitions
- Issue orders or arrange purchase card transactions
- Match invoices to receipted purchase orders
- Receipt goods and reconcile to Oracle
- Processing workflow completions within agreed timescales
- Reconcile purchasing cards within agreed timescales
- Handle staff expenses claims and advances administration, to include:
- Administer all staff expenses claims and advances, including the correct allocation of expenses, reconciling purchasing cards and refunding for research travel (to reclaim expenses)
- Review expense claims within HWU Travel and Expenses Policy guidelines and liaise with staff when claims are disallowable.
- General administration, to include:
- 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 orally, written and electronically
- 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.
Heriot‑Watt University is committed to securing equality of opportunity in employment and to the creation of an environment where individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities.
Travel & Finance Administrative Assistant in Kilmarnock employer: Heriot-Watt University
Heriot-Watt University is an exceptional employer, offering a supportive and inclusive work culture that prioritises employee growth and development. Located in the vibrant city of Edinburgh, staff enjoy generous benefits including 28 days of annual leave, additional closed days, and a collaborative environment that fosters teamwork and innovation, making it an ideal place for those seeking meaningful and rewarding employment.
StudySmarter Expert Advice🤫
We think this is how you could land Travel & Finance Administrative Assistant in Kilmarnock
✨Tip Number 1
Network like a pro! Reach out to your connections in the education and finance sectors. Let them know you're on the lookout for opportunities, and who knows? They might just have the inside scoop on openings that aren't even advertised yet.
✨Tip Number 2
Prepare for those interviews! Research common questions for administrative roles and practice your responses. We want you to showcase your organisational skills and ability to work under pressure, so be ready to share examples from your past experiences.
✨Tip Number 3
Don’t forget to follow up! After an interview, shoot a quick thank-you email to express your appreciation for the opportunity. It’s a great way to keep your name fresh in their minds and show that you’re genuinely interested in the role.
✨Tip Number 4
Apply through our website! We’ve got all the latest job listings, and applying directly can sometimes give you a leg up. Plus, it shows you’re proactive and really keen on joining the team!
We think you need these skills to ace Travel & Finance Administrative Assistant in Kilmarnock
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the role. Highlight your experience in travel and finance administration, and show us how your skills match the key duties listed in the job description.
Show Off Your Organisation Skills:Since this role requires good organisational skills, give examples of how you've managed multiple tasks or projects in the past. We want to see that you can handle the busy nature of the job!
Be Clear and Concise:When writing your application, keep it clear and to the point. Use bullet points where necessary to make it easy for us to read through your qualifications and experiences.
Apply Through Our Website:Don’t forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. We can’t wait to hear from you!
How to prepare for a job interview at Heriot-Watt University
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the job description. Familiarise yourself with the key duties and responsibilities, 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 the role requires strong organisational abilities, prepare examples of how you've successfully managed multiple tasks or projects in the past. Be ready to discuss specific situations where you met deadlines under pressure, as this will highlight your capability to handle the demands of the job.
✨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 regulations. If you have experience with accounting software, be prepared to talk about it. This shows that you’re not just a team player but also someone who can navigate financial processes effectively.
✨Prepare Questions to Ask
Interviews are a two-way street, so think of insightful questions to ask your interviewers. Inquire about the team dynamics, the challenges they face in travel and finance administration, or how success is measured in this role. This shows your genuine interest and helps you assess if the position is right for you.
