Finance Directorate Office Administrator

3 days ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To provide a professional and responsive administrative support service across the Finance Directorate team in a way that enhances the internal and external efficiency, effectiveness, and reputation of the office. The role requires high levels of organisational effectiveness, with significant forward planning required, ability to manage a range of stakeholders and strong communication skills. The post holder will act as the main point of contact for a range of internal and external stakeholders.

**Main Duties and Responsibilities**
1. Acting as a professional representative and key point of contact for the Finance Directorate, create a positive impression for both internal and external contacts and ensure a responsive, customer focused finance service is delivered.
3. Monitor, manage and resolve issues relating to the housekeeping of the Directorate office space and kitchen areas. Develop policies to support housekeeping requirements. Be responsible for the ordering of stationery and supplies (e.g., tea and coffee) for the directorate, ensuring that stock levels are maintained and replenished as needed.
4. Take responsibility for the day to day running of the office infrastructure, including;
b. Co-ordinate and act as main contact point with Estates for the notification, action and resolution of any office maintenance issues within the Directorate office space,
c. Ensure that all re-cycling and shredding is scheduled and up to date, highlighting to the service providers if there are any issues as appropriate,
d. Distribute all mail received into the directorate in a timely manner,
e. Liaise with IT Services and external providers to ensure that all office infrastructure is fit for purpose and functioning at all times e.g., photo copiers, audio visual equipment in meeting rooms, system hardware,
f. Liaise with the Health & Safety Officer to ensure all statutory required testing is diarised and staff are alerted to up-and-coming tests. Take on roles of Fire Warden and First Aider for the Directorate (training will be provided).
g. Maintain a comprehensive asset register for all IT/telephony equipment, liaise with directorate managers and IT Services over the ordering of required new equipment and the return and re-allocation of leavers equipment.
5. Support staff with the efficient running of internal and external meetings by assisting with meeting arrangement, ensuring all meeting rooms are ready for next use with the correct room set up, all IT & audio equipment working and, where required, arrange catering and room booking.
6. Support staff with all administration associated with new starts and leavers; arrange ID cards, key fobs, IT equipment, mobile phones, system log-ons and passwords, induction packs and introduction to the office and policies on arrival and the return of University assets for leavers.
7. Work with IT Services and team members to develop and implement IVANTI Service desk functionality for the Finance Directorate mailboxes. This will facilitate a “one-point” of enquiry service for the Finance Directorate enabling a more efficient service and ability to understand and analyse mailbox queries better.
8. Act as a Purchasing Officer for the Finance Directorate in accordance with the University policies and procedures. Where required assist with the arrangement of employee travel using the University travel booking systems.
9. Responsible for ensuring all card purchases are made in accordance with University policy and procedures and are reviewed and coded appropriately in the financial systems in a timely manner.
11. Support colleagues in the preparation of information for both internal and external auditors, and other regulatory bodies, as required.
12. Contribute to a culture of continuous improvement by suggesting service improvements and implementing new processes to enhance quality of service.
13. Responsible for providing general office support and undertaking other reasonable tasks and duties as required by the team, e.g., organisation of Finance Directorate mailing lists and supporting staff members with ad hoc requests such as data collation and spreadsheet analysis.

**Knowledge, Qualifications, Skills, and Experience**
Knowledge/Qualifications
Essential:

A1 Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role
OR Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role
A3 Ability to demonstrate a detailed understanding of organisational policies, processes, and procedures
A4 Ability to demonstrate an understanding of General Data Protection Regulation
Desirable:

B1 Relevant Office Administration qualification
B2 Ability to demonstrate a detailed understanding of higher education po

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