Business Services Hub Administrator

3 weeks ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To provide administrative, financial, and operational support to the Estates Directorate as part of the Business Hub team. Ensuring that all business support tasks are accurately, posted, actioned, and recorded in a timely manner, with a particularly focus on the financial aspects of the undertake work. The postholder will work to high service standards, ensuring delivery of an excellent customer experience and responding to enquiries within an agreed SLA.

**Main Duties and Responsibilities**
1. Act as Purchasing Officer
- Using the University finance system, to create purchase requisitions, generate PO number and deal with all associated queries related to it from suppliers or other stakeholders.
2. To contribute to the continuous improvement of service delivery and customer experience by developing, reviewing, and improving business processes and procedures.
3. Responsible for efficient maintenance of the Business Hub central inbox or Ivanti, resolving any issues independently or escalating as appropriate.
4. Produce, update reports from the system containing financial data.
5. To advise Estates colleagues on the correct processes to follow, monitor and follow up where appropriate.
6. To process and maintain operational administrative task for example (Directorate IT equipment, Vehicle/ driver bookings and any other duties as required by Senior Management.
7. To handle confidential information and documents in line with best practice, University records management protocols and the General Data Protection Regulations, ensuring appropriate storage, archiving and destruction in line with agreed retention schedules.

**Knowledge/Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**
A1 Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) 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.
A2 Knowledge and understanding of financial processing, associated regulations and financial systems.
A3 Good knowledge and highly competent in the use of a range of industry standard software packages including Word, Excel and PowerPoint and Outlook and a range of networked database systems.
A4 Good knowledge and understanding of relevant administrative and business processes, systems of work and the interdependencies between business services functions.

**Desirable**
B1 Knowledge of financial or corporate systems such as Agresso, Ivanti, People XD, Quemis.
B2 Understanding of the Estates/Facilities operations or the University’s Governance structure and policy framework.
-

**Skills**

**Essential**
C1 Able to work on personal initiative and as a part of busy team. Demonstrate ability to independently deploy sound judgement based on experience.
C2 Excellent organisational, planning and time management skills with an ability to manage and prioritise competing demands, supporting a wide range of colleagues.
C3 Effective written and verbal communication skills at all levels, listen to others and take account of their views.
C4. Open and responsive to change and continuous improvement and willing to work flexibly to participate and contribute to organisational improvement/development activities to increase efficiency and improve quality.
C5 Ability to deliver the highest standards of professional service delivery, an excellent customer experience and with a drive to continuously improve business practice.
C6.Good attention to detail, with a commitment and passion for delivering services with a “Right First Time” approach.
C8 High degree of tact and discretion and the ability to ensure the absolute integrity and confidentiality of highly sensitive information.

**Experience**

**Essential**
E1 Experience in delivering a customer-facing service or experience working in finance department.
E2 Experience of working within a fast-paced, changing and continuously improving work environment, with the flexibility and willingness to adapt and contribute to organisational and cultural change.
E3 Experience of producing clear, accurate and concise written material independently to meet a variety of business needs, including financial data.
E4 Experience of working and supporting several business areas with differing priorities.

**Desirable**
F1 Experience of developing, reviewing and improving business processes and procedures.
F2 Experienced in the use of University networked IT systems.

**Terms and Conditions**
Salary will be Grade 4, £21,197 - £23,715 per annum.
This post is full time and open ended.
As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.
As a valued member of our team, you can expect:

1 A warm welcoming a

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