Finance Directorate Office Administrator

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. 2. Proactive management and Executive Assistant support to the Leadership Team as required, including drafting reports, letters and emails, proactive diary management, facilitate and co-ordinate meetings ensuring all pre meeting arrangements are in place with agendas and paperwork issued, minutes taken, and actions circulated. Assist with the preparation of PowerPoint presentations and slide packs. 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; a. Deal efficiently with a high-volume inbox, prioritising emails and dealing independently with those which can be actioned/progressed 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. 10. Responsible for the administration of Freedom of Information (FOI) requests received, circulating to relevant responders, following-up for replies and collating responses as required. 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 A2 Excellent knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook 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 policies, processes, and procedures B3 Ability to demonstrate an understanding of Health and Safety policies Skills Essential: C1 Excellent verbal communication and interpersonal skills - demonstrable tact, diplomacy, discretion, assertiveness, and the ability to handle difficult or sensitive situations or people while always respecting confidentiality of information C2 Good standard of written English, with ability to draft correspondence, notes of meetings and reports and engage professionally in a manner which enhances team reputation C3 Flexible, solution-driven, customer orientated approach to service delivery C4 Organised with ability to independently prioritise a diverse and busy workload and to work around the team’s requirements while still undertaking own work C5 Good ability to develop strong working relationships with stakeholders at all levels both internally and externally C6 High level of initiative and decision-making ability/judgement when resolving issues and determining appropriate action C7 A quick learner of office systems and procedures with a desire and interest in developing knowledge of the organisation and its policies, procedures, and processes C8 Analytical with high levels of numeracy, accuracy, and attention to detail, particularly in managing contractual and financial documentation and related IT applications C9 Ability to work effectively and supportively within a large team C10 Ability to work independently and use initiative Desirable: D1 Ability to analyse data and appropriately present summary information to support planning and decision making Experience Essential: E1 Proven experience as an Office Manager or Administrator working in a large and busy office, ideally within a complex organisation E2 Demonstrable experience of working in a fast paced and varied office environment E3 Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation, using initiative and judgement to proactively deliver administrative support and resolve issues
E4 Proven experience of recording meetings/note taking Desirable: F1 Experience of working within a further or higher education setting F2 Experience of working within a finance department, using large organisation finance and service provision systems (University uses Agresso) F3 Experience of using Unit 4 Agresso F4 Experience of building, developing and managing web content Dimensions This role will involve providing a wide and varied level of secretarial and administrative support to the Deputy Director of Finance and the 8 senior leaders who make up the Finance Leadership Team. The directorate has approximately 140 employees but the role will have University wide reach, liaising with colleagues at all levels of seniority across University Services and the Colleges. . Job Features Planning and Organising Using initiative and judgement to plan and manage own workload and time effectively and flexibly to ensure that professional and well organised administrative and PA support is provided to the Directorate, enabling the smooth operational running of office activity. Finance activity is cyclical and deadline driven, the role holder will have to balance this and manage nage and prioritise own work around finance work activities and key periods, including month end, year-end, annual budgeting, and all other timetabled priorities. Proactive diary management of the Leadership Team, to optimise and facilitate effective time and workload management. Decision Making Use own initiative to resolve queries and develop skills, knowledge, and experience to respond to the less routine and more complex matters. Liaise with Leadership Team and University Managers and Administrators from across the University, as appropriate, where further advice and guidance is required. Prioritise competing work demands including assessing urgent, important, and routine tasks to deliver work to timescales (procedural and legislative). Internal/External Relationships Daily communication with staff and managers at all levels across University Services divisions to develop effective and supportive working relationships in the delivery of a flexible, solution-driven, customer orientated service. Regular contact with Finance Leadership Team and College and University Services Finance Teams and Administrators. Liaison with external suppliers as required in relation to work activities, eg. Office equipment suppliers, travel suppliers, stationery suppliers etc. Liaison with external bodies as required e.g., External/ Internal Audit and other regulatory bodies. Problem Solving First point of contact for all enquiries in relation to the smooth running of the Finance Directorate office within Tay House. Depending on the nature of the issue, seeking to resolve personally, or by offering advice/guidance to managers/staff and/or directing them to appropriate sources of information, facilitating the resolution of the issue. Develop knowledge, skills, and experience to ensure enquiries are resolved in a timely manner and appropriate information and advice is provided in line with University policy and procedures. Act as a key champion of change, demonstrating a pro-active approach including exploring how new technology and ways of working can contribute to team and divisional objectives. Terms and Conditions Salary will be Grade 5, £24,715 - £28,929 per annum. This post is full time (35 hours per week) 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 and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared. 2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages. 3 A flexible approach to working. 4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/. We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/. We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University. We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.