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Accounts Payable Assistant (Temporary - until 31st July 2021)

Employer
Heriot Watt University
Location
Edinburgh, Scotland, United Kingdom
Salary
Competitive Salary
Closing date
Jan 19, 2021

View more

Job Role
Accounts Payable
Sector
Finance
Contract Type
Permanent
Hours
Full Time

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.


With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and practical, leading-edge research, which has made it one of the top UK universities for business and industry. We connect with industry at every level and develop programmes to match their needs - so employers get work-ready industry-fit graduates.


Heriot-Watt is also Scotland's most international university, boasting the largest international student cohort.


We have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.


For full details on our University please view our Careers at Heriot-Watt.


The Finance team sits within the University's Professional Services Directorate, which supports the University's delivery of its mission, strategic priorities and business objectives. On a day-to-day basis it does this by delivering a range of financial operations, including:



• Routine financial transactional processing in payroll, accounts payable and accounts receivable


• Effective management of the University's financial resources


• Sound management accounting, including ensuring the availability of accurate and timely financial management reporting


• Effective operation of the Oracle financial system; and


• Effective and timely delivery of statutory financial reporting


In addition, the Finance department also supports the delivery of the University's strategic plan through effective financial planning, including capital investment planning, project appraisal and identification of sustainable funding streams.


This is a key role within the Accounts Payable team. The Accounts Payable Assistant is responsible for processing supplier invoices and providing administrative support. Working with other team members and liaising with other departments across the University, this individual will also deal with internal and external queries.


This is a part-time role working 21 hours per week and temporary until 31st July 2021



• Open incoming mail daily


• Electronic scanning of supplier invoices


• Processing supplier invoices through the finance system (Oracle)


• Check supplier statements


• File invoices and expense claims


• Respond to and resolve supplier and departmental queries


• Other ad-hoc duties as required


Education, Qualifications & Experience:


These are the criteria on which the short-listing and recruitment selection will be made.


Essential

1. Literacy and numeracy skills equivalent to SCQF Level 5 or similar or equivalent experience

2. Experience of working within a similar environment as outlined above

3. Competent in the use of relevant IT packages

4. Well-developed interpersonal skills

5. Demonstrable professional and proactive approach

6. Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment

7. Demonstrable provision of excellent customer service

Desirable

1. Educated to SCQF Level 6 or equivalent qualification

2. Experience of using Oracle E-Business Suite



Competencies, Tasks and

Responsibilities:


The tasks and responsibilities listed under the following Competency Headings form part of all administrative roles in the University at this level and it is expected that the role-holder will perform them to at least an effective standard at all times.


Team Work

1. Participate in and contribute to the general support across the team

2. Cover for other colleagues within the immediate team


Service Excellence

1. Create a positive image of the University by being responsive, prompt and courteous when responding to requests or enquiries from customers

2. Produce standard reports as requested

3. Enter and maintain records and data into the appropriate university system (e.g. Oracle finance system)

4. Process documents, for example invoices, expense claims and other information in accordance with agreed service levels and information security procedures

5. Carry out general office duties, e.g. reception/meeting and greeting; sort and organise mail; filing documents, etc.

6. Keep working area clean and tidy in line with appropriate H&S requirements


Clear and Consistent Communications

1. Maintain confidentiality at all times by following university policies and guidance in managing confidential information and personal data

2. Write standard communications using templates, understanding what parts of the template to use as appropriate

3. Explain processes and standard procedures.

4. Reply to simple requests for information, routing enquiries where information is standard/routine.

5. Disseminate news and information to relevant customers and colleagues


Planning and Organising

1. Arrange meetings/workshops for internal and external customers, including room and equipment, hospitality and invites to attendees as requested

2. Carry out routine instructions from standard procedures

3. File, archive and destroy data in line with the University Data Protection & Retention Policy

4. Provide appropriate admin support for meetings and events

5. Support School/Directorate and team processes and procedures by meeting schedules and timetables


Initiative and Problem Solving

1. Use standard procedures and guidelines to solve day to day issues

2. Act as first point of contact for queries from customers by phone, email, system-generated and in person

3. Use experience and initiative to identify when to pass non-standard issues to line manager

4. Use experience to suggest solution to new problems to line manager


Decision Making

1. Make day to day decision in prioritising own workload

2. Provide routine advice and guidance, respond to queries and refer more complex queries to more senior members of the team as appropriate

3. Follow set procedures and protocols referring any non-standard requests to line manager.

4. Understand the appropriate tools to use when undertaking day to day tasks


Management Responsibilities

1. There are no management responsibilities within this position but you may be asked to take on supervisor duties on occasion as part of your personal development


Citizenship

1. Demonstrate the University Values at all times through performance and behaviour

2. Participate in ad-hoc duties to support the team/University and for personal development

3. Support newer or inexperienced colleagues within and outside the University by offering support, help and advice

4. Positively promote the University internally and externally through positive behaviour and supporting University-wide activities


This job description is intended as a flexible framework which outlines the key general areas of activity in your position. Other activities may be required which are not outlined above but which are appropriate to the position and grade. Your personal objectives (Forward Job Plan) will also set out specific tasks and objectives for you to achieve, including objectives to help your career development.


THE GENERAL RESPONSIBILITIES WITHIN THIS JOB DESCRIPTION MAY APPLY TO ALL GRADE 4 ADMINISTRATION POSITIONS ACROSS THE UNIVERSITY


At Heriot-Watt University we understand that being diverse makes us better which is why we support a culture of respect and equal opportunity, and value diversity at the heart of what we do. We want to increase the diversity of our workplace to underpin a dynamic and creative environment.


We welcome and will consider flexible working patterns e.g. part-time working and job share options.


Use our total rewards calculator to see the value of benefits provided by Heriot-Watt University.


To apply for this position, please click on the APPLY button now.

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