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- Tasks: Administer travel, events, and finance tasks 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.
- Why this job: Make a real impact while developing your skills in a supportive environment.
- Qualifications: A-levels or equivalent, strong communication, and organisational skills required.
- Other info: Dynamic team with opportunities for career growth and professional development.
The predicted salary is between 20200 - 22600 £ per year.
Grade and Salary: £24,215- £26,707 - Grade 4
FTE and working pattern: 1FTE, 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.
About our 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.
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 by:
- Acting on all purchase requisitions
- Issuing orders or arranging purchase card transactions
- Matching invoices to receipted purchase orders
- Receiving goods and reconciling to Oracle processing workflow completions within agreed timescales
- Reconciling 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 refundable 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 & Desirable Criteria
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 midnight (UK time) on Monday 03 November 2025. Please submit your CV & covering letter via the Heriot-Watt on-line 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 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.
Procurement Administrative Assistant employer: Heriot-Watt University
Contact Detail:
Heriot-Watt University Recruiting Team
We think you need these skills to ace Procurement Administrative Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Procurement Administrative Assistant role. Highlight relevant experience, especially in administration and finance, and don’t forget to showcase your organisational skills!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you’re the perfect fit for the team. Mention specific duties from the job description that excite you and how your skills align with them.
Showcase Your Team Spirit: Since this role involves working as part of a team, make sure to highlight your teamwork skills. Share examples of how you've collaborated effectively in previous roles or projects.
Apply Through Our Website: Don’t forget to submit your application through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you’re keen on joining our community at StudySmarter!
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 of a Procurement Administrative Assistant. This will help you articulate how your skills and experiences align with what they’re looking for.
✨Showcase Your Organisational Skills
Since this role involves a lot of administration, be prepared to discuss your organisational skills. Bring examples of how you've managed multiple tasks or projects in the past, especially under pressure. Highlight your proficiency in tools like Excel and how you’ve used them to streamline processes.
✨Prepare for Behavioural Questions
Expect questions that assess your problem-solving abilities and teamwork. Use the STAR method (Situation, Task, Action, Result) to structure your answers. Think of specific instances where you’ve successfully navigated challenges or worked collaboratively with others.
✨Ask Insightful Questions
At the end of the interview, have a few thoughtful questions ready. Inquire 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 determine if it’s the right fit for you.
