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SalaryRole: Administration Assistant
Grade and Salary: Grade 3, £20,948 - £22,214 per annum
FTE and working pattern: 1 FTE, 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 post holder will work as part of the Procurement team and will be responsible for providing administrative support to the Sections' Head of Procurement, Procurement Managers, Procurement & Systems Officer, and the Procurement Assistant.
The post holder will be responsible for ordering & receipting all Procurement Services purchase orders, creating new supplier requests and amendments on the Oracle i-Procurement system, administering Procurement Services mail, booking catering, travel, training and conferences for Procurement staff and undertake general administration tasks. You will be an integral member of the Procurement Services team, assisting in the implementation of improved working practices and administrative systems and will be required to cover for the Procurement Assistant in periods of absence (and occasionally for the Procurement & Systems Officer).
Key Duties & Responsibilities
- Administer Procurement Services electronic inbox and general mail correspondence, responding to queries/requests where possible and escalating other requests to other members of the team; logging receipts and maintaining up-to-date details on actions taken.
- Setting up new suppliers, creating Purchase Orders and receipting goods on Oracle i-Procurement system, vetting new supplier requests for compliance with Financial Regulations, Conflict of Interest Policy and correct segregation of duties.
- Provide first line support for any Oracle R12 day-to-day supplier queries or changes and maintaining the system up-to-date.
- Assist the Procurement Assistant and Procurement & Systems Officer to maintain the WARPit resource re-use website.
- Assist the Procurement Assistant and Procurement & Systems Officer to maintain the Procurement Services intranet site up-to-date.
- Photocopy and scan supplier documents, filing in relevant Procurement Shared drive.
- 's Data Management Policy.
- Administration of training course and conference payments and making necessary travel related bookings on behalf of staff.
- Book catering, venues and equipment for meetings and events.
- Ensure correct allocation and logging of expenses claims into expenses log, scanning expenses forms and filing of expenses in Procurement Services budget file.
- Provide advice and support to end-users in academic schools and professional services on relevant procurement processes, forms and systems.
- Maintains stock and orders office supplies when needed.
- Maintains and updates internal spreadsheets and filing system.
- ' diaries, when required.
- Support the Head of Procurement and the Procurement Managers take notes in various meetings (e.g. Supplier Review meetings, tender evaluation consensus and team meetings).
Essential & Desirable Criteria
Essential
- Demonstrable ability to communicate effectively in English (verbal and written) and deal with customer enquiries.
- Literacy and numeracy skills equivalent to SCQF Level 4 (National 4) or similar.
- Competent in the use of relevant IT packages (e.g. MS Office, particularly Word, Excel and Outlook).
- Well-developed interpersonal skills.
- Demonstrable professional and proactive approach.
- Demonstrable ability to work quickly, flexibly, and accurately in a dynamic, changing and pressured environment.
- Demonstrable provision of excellent customer service.
- Attention to detail.
- The ability to work both independently and flexibly as well within a team and across team/section boundaries to strengthen working relationships.
Desirable
- Educated to SCQF level 5 (National 5) or equivalent.
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- Experience of working with Oracle i-Procurement, Microsoft PowerPoint, and database systems.
Knowledge, Skills & Experience
- Ability and willingness to learn new digital skills and capabilities appropriate to your role and how it evolves
- Understand and adhere to information security practices particularly as it relates to personal or sensitive information
- Maintain awareness of my own digital wellbeing by being mindful of the length of time spent at a screen and the impact on mental and physical health in using digital technologies.
How to Apply
Applications can be submitted up to midnight (UK time) on Thursday 08 February 2024.
Please submit your CV 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 https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ .
Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.
About the Team
Procurement Services provides professional procurement services to the University's academic schools and professional services. Our remit is to get the best value for money from the University's annual £100M+ non-pay spends through proactive sourcing, customer relationship management, and professional category and supplier management. We also ensure legally compliant procurement processes are in place for all goods, services and works.
About Heriot-Watt University
Heriot-Watt University has established a reputation for world-class teaching and leading-edge, relevant research, which has made it one of the top UK universities for innovation, business, and industry.
Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders, and Orkney), one in Dubai and one in Malaysia. The University offers a highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business, and languages. Heriot-Watt is also Scotland's most international university, boasting the largest international student cohort.
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.
