Stores/Procurement Administrator in Stirling

The post sits within the Administration Team, providing day-to-day administrative support to the Head of Operations and Maintenance and the wider Operations & Maintenance team. The role supports the administration of the Estates & Commercial Services Stores and satellite stores across campus, ensuring the efficient provision of materials, components and consumables to facilitate maintenance activities. The post holder will assist in the procurement and supply of goods and services, undertake purchasing and stock control processes, and interact regularly with trades colleagues, supervisors, suppliers and internal customers. Effective use of university systems is required to maintain accurate records, manage stock levels, process orders and comply with financial and procurement procedures. The hours for this post are 36 hours per week, primarily Monday to Friday, however flexibility is required to work 5 days over 7 as operational needs dictate.

Description of Duties

• Providing a customer-facing goods-in service, issuing stock items and responding to enquiries
• Supporting the procurement of stock and non-stock items in line with university procedures
• Liaising with suppliers to obtain quotations, delivery information and product details
• Comparing prices and delivery options to secure best value within procurement guidelines
• Preparing purchase requisitions using the University’s Agresso finance system
• Tracking orders and liaising with suppliers to ensure agreed delivery times are met
• Receiving and checking/booking in deliveries, resolving minor discrepancies and maintaining accurate records
• Updating stock information in Archibus and assisting with stock checks and replenishment activities
• Assisting supervisors and colleagues in reviewing and maintaining appropriate stock levels
• Making credit card purchases for minor ad-hoc items within agreed limits
• Maintaining compliance with procurement and financial procedures including the application of APUC frameworks as necessary
• Responsible for co-ordinating monthly, quarterly, and annual stock control activities and audits, maintaining accurate stock records in Archibus for financial reconciliation, and addressing any discrepancies identified
• Supporting the administration of low-value maintenance contracts (e.g. fire extinguisher servicing)
• Providing general administrative support across the Directorate as required
• Identifying areas for streamlining or process improvement, making recommendations to line manager
• Assisting in the further development of the ‘Archibus maintenance management system’ module for stock control
• Maintaining positive customer and supplier relationships
• Assisting with the day-to-day operations of the Mailroom.

General Office Duties

• Prepare a variety of reports from different E&CS systems
• Create and maintain spreadsheets and templates for recording information for analysis etc
• Help to create, develop and maintain filing systems both paper and electronic
• Undertake other administrative/ad-hoc duties as required including support/cover for other colleagues within the Directorate
• Carry out other relevant and reasonable duties as directed by your line manager or a member of the Estates & Campus Services senior management team

Essential Criteria

• Good educational background (to at least HNC level in a Business Administration related subject) or equivalent recent relevant office admin experience
• Excellent communication skills both written and oral at all levels
• Well organised, with ability to work independently within established procedures and as part of a team
• Ability to prioritise own workload and requests and manage through to completion
• Good organisational and analytical skills
• Competent IT skills, including use of finance/estates systems and Microsoft Excel
• Good numerical accuracy for cost calculations and order processing
• High level of attention to detail and accuracy

Desirable Criteria

• Experience of working within a business administration role of a fast paced and complex service orientated organisation
• Experience of using either financial management and/or estate management software systems
• Experience of using Microsoft “Access” software
• Experience of SLA’s and KPI’s to monitor performance and drive improvements

Additional Information

• Full time
• Open ended
• The closing date for applications is midnight on Tuesday 17 March 2026.
• Interviews are expected to take place on Friday 27 March 2026.
• There is an expectation that work will be undertaken in the UK.
• This role is not eligible for sponsorship.
• Applicants require to have existing right to work in the UK.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

For a full description of duties and essential/desirable criteria please click the apply button, which will take you directly to the University Website.