Finance Division, Hythe Bridge Street, Oxford
Purchasing Administration Assistant
We are looking for a Purchasing Administration Assistant to join our central purchasing team. The role will have general responsibility for administrative support to the University's Purchasing Department and the associated College Shared Service.
The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic.
The Finance Division supports the academic, research and administrative community at the University providing sound financial advice and timely information with a range of support services including financial operations, financial reporting, financial support and professional services.
The Purchasing Department, which is a part of the University's Finance Division, supports the academic, research and administrative community at the University providing sound procurement advice and timely information, and delivering a range of services including category management, supplier management, tendering, procurement process design & training.
What We Offer
As an employer, we genuinely care about our employees' wellbeing and this is reflected in the range of benefits that we offer including:
• An excellent contributory pension scheme
• 38 days annual leave
• A comprehensive range of childcare services
• Family leave schemes
• Cycle loan scheme
• Discounted bus travel and Season Ticket travel loans
• Membership to a variety of social and sports clubs
• A welcoming and diverse community
About the Role
The Purchasing Administration Assistant will manage the Purchasing Department and College Shared Service enquiry inboxes, responding to general questions from devolved departments and colleges in line with established guidance and University Financial Regulations and triaging more complex emails for response by specialist/senior team members.
The role will undertake regular checks to ensure alignment and completeness of Purchasing Department records i.e. hard copy preferred supplier contracts match contract database records and information published to devolved departments/colleges via the Purchasing Department web pages.
You will review Purchasing Department records to flag overdue actions to members of the Purchasing Department e.g. expiring preferred supplier contracts, overdue supplier reviews, and manage the schedule of due diligence checks on preferred and contracted suppliers.
The role will make administrative arrangements for UPD team meetings, interviews, training sessions, network events, category purchasing & working groups and supplier meetings including room booking, catering, travel and accommodation arrangements for staff, and support the Director of Purchasing as required.
The role will support the Purchasing Systems Administrator, updating routine sources of information on the website as required and providing cover as requested in respect of Oracle support activities such as processing approvals of new supplier set-up requests & hosted catalogue amendments.
The role will support the wider team with large scale procurement projects, loading invitation to tender documents onto Intend (tendering system) under the direction of the relevant Purchasing Department staff member, and download/distribute documents received from suppliers.
We welcome applications from all sections of the community.
You will be based in Hythe Bridge Street but you may be able to agree a pattern of regular remote working with your line manager.
You will have experience of managing administrative processes, organising events and making administrative arrangements, as well as having the capability to apply and communicate regulations and procedures.
You will be able to organise your own workload and work independently to achieve deadlines ,with excellent attention to detail.
You will have good communication skills and have experience of using standard computer programs (Outlook, Word, Excel, Teams).
You will have previous experience of working as part of a team in an office environment.
You will be required to upload a supporting statement, CV and the details of two referees as part of your online application.
The closing date for applications is 12 noon on Friday 1 December 2023
Interviews will take place on Tuesday 12 December 2023 and will be in person
Committed to equality and valuing diversity
Contact Person : Ffion Fry Vacancy ID : 169459 Contact Phone : Closing Date & Time : 01-Dec-2023 12:00 Pay Scale : STANDARD GRADE 4 Contact Email : [email protected] Salary (£) : 25138 - 28759