Job Purpose
To carry out a range of financial processes within a team structure ensuring that financial transactions are processed in an accurate, efficient and timely manner. Ensure appropriate segregation of duties and that all transactions are fully compliant with University policy and procedure.
Main Duties and Responsibilities
1. Purchasing officer support for transactions within the College. Responsible for purchasing officer support including:
- Approve/reject purchase orders on Agresso, (University Purchasing system) ensuring compliance with University policy and procedures
- Provide advice on the use of approved suppliers and appropriate tendering process
- Resolve local purchasing issues
- Facilitate the use of eProcurement
- Create new supplier requests
- Process standing orders
- Process Foreign Exchange payment requests
- Process Sundry Payee forms for cheques
- Preparation of sales invoices
- Dealing with invoice queries
- Maintain Agresso web requisitioning approver and requisitioner access lists
2. Support staff with travel arrangements.
3. Purchase card transactions Responsible for purchase card transactions in line with University policy and procedure including:
- Ordering of goods and services through the purchase card
- Creating purchase orders on Agresso to support purchase card transactions
- Reconciling purchase card bank statement to Agresso transactions
- Preparation of transaction log ensuring authorization in line with procedure
4. Goods receipting
- Process GRNs in a prompt and efficient manner
- Monitor outstanding orders and subsequent close out
- Liaise with the central invoicing function to ensure that the GRN matching process is working efficiently
5. Expense claim support
- Provide guidance to staff and students on University policy
- Support staff in preparation of expense claims
6. General Ledger journals
- Preparation and input of general ledger journals to correct errors of original entry
7. Maintenance of asset register
- Maintain school based asset registers in line with audit requirements
Knowledge, Qualifications, Skills and Experience
Knowledge / Qualifications
Essential
A1 Either :Ability to demonstrate the competencies required to undertake the duties associated with this level of post gained through working in a similar role. Or: Scottish Credit and Qualification Framework level 4 in English and Mathematics (National 4) or equivalent, and some experience of working in a similar role.
A2 Good working knowledge of accounting systems and financial processes
Desirable
B1 Good working knowledge of Agresso and University financial processes
Skills
Essential
C1 Good interpersonal and communication skills, both verbal and written, with the ability to communicate effectively with all grades of staff both internally and externally.
C2 Numeracy and the ability to understand financial information in order to challenge the financial decisions of others to ensure policy and procedures are adhered to.
C3 Excellent attention to detail specifically the ability to input financial information accurately into systems
C4 Ability to organise and prioritise own workload, work with minimum supervision and to multi-task.
C5 Able to work to tight deadlines and shift priorities at short notice.
C6 Proven ability to work as part of a team.
C7 Ability to maintain confidentiality.
C8 Ability to use initiative and resolve issues independently
C9 High degree of computer literacy including the use of specialist software, Microsoft Office and use of the internet.
Experience
Essential
E1 Relevant financial administrative experience plus above qualifications OR evidence of progression and development gained through strong relevant work experience.
E2 Experience of multi–tasking, using own initiative and being customer orientated.
E3 Experience of working under pressure and prioritising workload.
Terms and Conditions
Salary will be Grade 4, £22,197 - £24,715 per annum pro rata.
This post is part time (20 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.