Administrative Assistant

University of Glassgow
July 07, 2024
Offerd Salary:£22,681 - £25,138
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Administrative Assistant

Job Purpose

The Information Services Directorate has created a Resource Team that is focussed on providing high levels of service to stakeholders and develops a culture of continuous improvement.

The role holder will be expected to support the Senior Resource Administrator in optimising and standardising the services that the team provides to the Directorate. They will have a clear understanding of the needs of the customer base and the University standard accounting and transaction management processes and will work to provide an effective and efficient service level delivery.

In doing so, they will be expected to work with Directorate professional and technical staff to ensure that purchase to pay, direct entry invoicing, sales invoicing, journal processing and underlying data integrity are delivered in a controlled, effective and efficient manner utilising the appropriate standard University process and systems.

Main Duties and Responsibilities

1. Provision of Transaction Services to Directorate.

The role holder will be part of a single team working within the Resource Team and deliver the following services:

- Purchase Order Processing: ensuring that orders are placed through Agresso on a timely basis and are compliant with all internal regulations, including Procurement requirements, budgetary checks and VAT checks.

- Communication with internal customers to ensure that they are aware of the status of their orders.

- Ensure GRN processing is properly carried by end users in relation to the orders and that automatic matching of supplier invoices can take place through the central University AP function.

- Providing a single point of contact to users to support purchasing queries including outstanding orders, price queries, back orders and tracking of order numbers.

- Provide a single point of contact for the acquisition of services using purchasing cards.

- Provide a single point of contact for Direct Entry invoicing.

- Process orders for travel ensuring that University regulations are complied with.

- Sales order processing: ensuring that sales invoices are processed on a timely basis and in compliance with documented internal controls.

- Journal processing: the Resource Team will provide journal processing /recharging services for the Directorate.

- Processing journals in accordance with the documented processes within the team and ensuring that all internal controls are properly complied with.

- There will be additional services that the Resource Team will provide in relation to the provision of ad-hoc information e.g. for audit requests and supplier standing orders and reconciliations.

- Assist in the production of this information as required.

2. Provision of High Levels of Customer Service

An essential element of the success of the Resource Team is that end users (technical and professional staff) receive a high level of customer service, that their requests are dealt with promptly and that they have a named, accountable individual within the team dealing with their request.

The role holder is expected to work within the Team to deliver on this objective. Specifically they will be the named, primary accountable contact for a particular function of the team.

While the Team will be centrally located, it is likely that end users may require face to face contact in order to support their requests. The role holder will be expected to travel between the University's campuses in order to facilitate this.

3. General Finance Office Duties

The role holder will be expected to perform the following additional office duties:

- General duties relating to the office such as photocopying, answering telephone queries, assisting staff with finance process queries.

- Filing of goods received notes etc.

Knowledge, Qualifications, Skills and Experience



A1 Scottish Credit and Qualification framework level 5 or 6 (national 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent including Maths and English.

A2 Knowledge and understanding of finance process compliance and its importance.

A3 Use of Microsoft Office Packages – Word, Excel, Outlook.


B1 Knowledge of corporate/ financial systems, policies and procedures.



C1 Excellent interpersonal & communication skills, both verbal & written, with the ability to communicate effectively with all grades of staff both internally & externally.

C2 Numeracy and the ability to understand and communicate financial information.

C3 Ability to input financial information accurately into Agresso/equivalent.

C4 Ability to organise & prioritise own workload, work with minimum supervision and to multi-task.

C5 Accurate keyboard skills with a working knowledge of accounting systems, spreadsheets & word processing.

C6 Attention to detail and the ability to challenge, ensuring policy and procedures are adhered to.

C7 Ability to work in a change environment.



E1 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.

E2 Experience of working effectively in a financial environment at an appropriate level.

E3 Experience of multi–tasking, using own initiative and being customer orientated.

E4 Experience of working under pressure and prioritising workload.

E5 Experience of working in a customer focused environment.


F1 Good working knowledge of Agresso and University financial processes.

Terms and Conditions

Salary will be Grade 4, £22,681 - £25,138 per annum.

This post is full time (35 hours per week) and open ended (permanent).

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., 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.

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.

We endorse the principles of Athena Swan https: // www. 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. for more information.

Vacancy Ref : 148213 Close Date : 07-Jul-2024 23:45

From this employer

Recent blogs

Recent news