Grade and Salary: £24,215- £26,707
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.

KEY DUTIES & RESPONSIBILITIES

1. 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

1. Administer the purchasing process for both HWU and Heriot-Watt Trading by;

• acting on all purchase requisitions
• issuing orders or arranging 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

1. 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.

1. 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

1. Assist in the implementation of improved working practices and administrative systems
2. 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.