Finance Administrator
This role is offered on an FTC , part time basis
Grade and Salary: Grade 5 (£24,715 - £28,131 pro-rata)
FTE:0.5
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.
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.
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.
About our Team
The School comprises of a team of leading academics in computer science and the mathematical sciences who attract researchers and students from all over the world.
The Finance team provides advice and support to staff and students on all financial matters. The team consists of this vacancy and an Administrative Assistant with both members of the team reporting to the School's Finance Business Partner.
The Finance team is committed to providing a professional, welcoming& friendly service. The team provides informed, efficient & timely advice that meets the diverse needs our customers.
Detailed Description
The post holder is required to provide a fair, friendly and customer focused service to MACS staff, students and visitors in relation to all financial matters (travel, expenses claims, catering and other purchasing requirements). They will provide support and advice to new and current members of staff and students in all aspects of MACS & HWU Finance, giving information on financial procedures and policy in a clear and concise manner.
The post holder will be required to keep up to date with changes in policy relating to financial matters, adapting our processes and updating our documentation as required.
Key duties and responsibilities
Assist the Finance Business Partner with the finance functions of the School, undertaking the day to day operational financial activities including inter alia purchase orders (both within Oracle Fusion and via Barclay Visa Procurement Card), expenses claims, travel, and catering requests. Responding to student and staff enquiries in a fair, friendly and timely
manner. Establish good working relationships with colleagues, academic staff, students, visitors and external suppliers.
Manage the processing of Oracle Fusion orders within MACS including tracking and receipting goods. Collecting and submitting information required to set up new suppliers on
Oracle. Manage payment processes and maintain accurate and up to date financial records: for staff, students and non-staff, internal and external, foreign and UK. Investigate and resolve queries relating to financial transactions
Scholarships & Abatements : Manage the processing of UG & PG stipend payments schedules. Process Tuition Fee Abatements, ensuring correct coding & preparation of information for entry into Banner System.
Co-ordinate with admissions team to ensure timely processing and complete records, liaise with other members of the MACS Finance Team to provide updates to section heads. Deal with any queries from students regarding non-payment or payment schedules, updating of student bank details. File and maintain correct records.
Travel & Insurance Information for Staff & Students : Responsible providing travellers with information, and making airline and rail reservations, accommodation bookings and conference registrations, checking travel expense claims. Manage the international travellers register for the School.
Purchasing Card : Responsible for placing and monitoring orders (for catering, books, conference registrations/accommodation and other items), checking and balancing receipts, balancing the monthly statement, ordering via secure online services, recording all transactions in the daily log, updating transactions and charge codes for the monthly Oracle Fusion accounts whilst adhering to the University deadlines, procedures, policy and regulations.
Raise Sales invoices within Oracle Fusion ensuring correct VAT treatment. The collection and submitting of information to create new customers in Oracle Fusion. Maintain complete records and provide information to assist with debt collection for non-payments.
Research : provide support to the Research Administration team to provide transactional reporting to update current spend on grants. Assist in the management of travel grants by requesting job codes for monitoring, processing purchase and sales transactions, and providing final reports on spend for submission to funders.
Finance Intranet : maintain and update the information held on the MACS Finance Intranet. Ensure policyand procedure documentsare up to date and regularly update
information relating to finance deadlines e.g. submission of expenses etc. Also, convey any finance news : changes in staffing, new procedures etc. Update monthly, quarterly and annual finance results, associated presentations, and communicate the availability to the information contained on the site to colleagues.
Education, qualifications and experience
Essential
The post holder is required to be educated to at least A Level, Scottish Higher or Equivalent and have experience in a similar role.
Experience of Microsoft Office, especially Excel.
Desirable
ECDL qualified
Experience of OracleFusion or similar
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.