Administrator
Full Time
Job Description
- Assist in producing and maintaining a number of sources of information on the website and social media.
- Make administrative arrangements for training and events including room booking, catering, travel and accommodation arrangements for staff
- Follow administrative procedures, assist in writing new office procedures and set up new office systems in conjunction with the Events and Operations Officer
- Collate and circulate appropriate data.
- Create and maintain spreadsheets and other data tables as required.
- Undertake administrative tasks, as may be requested by the Events and Operations Officer
- Raise purchase orders on the Oracle financial system as directed
- Process delivery notes and enter receipts on Oracle. Contact Suppliers with regards to discrepancies.
- Responsible for the preparation of invoices for payment
- Assist with the preparation of banking forms.
- Process invoices in the Oracle Financial system and deal with anomalies, escalating complex queries to Events and Operations Officer
- Check travel claims and payment requests and credit card statement before passing for payment.
- Action requests for on-line set of up new suppliers on Oracle. Enter all payable invoices onto Oracle and run regular invoice On-Hold reports and take action accordingly.
- Contact suppliers regarding invoice errors and deal with their enquiries. Liaise with the Payments Team as necessary.
- Assist Operations Manager and Events and Operations Officer in billing charges, using Planon and diaries to ensure all work is billed correctly.
- To maintain databases and update records, checking figures for errors and omissions
- Ensure all financial transactions are carried out in accordance with the University and external financial regulations
- Maintain good working relationships with key suppliers and the University's central finance office
- Maintain Departmental petty cash
- Maintain the fuel cards for each vehicle; reconcile the fuel receipts with statements and follow up any queries and discrepancies.
Required Knowledge, Skills, and Abilities
- Experience of managing administrative processes and customer facing work
- Ability to interpret, apply and communicate regulations and procedures
- The ability to work independently, with minimum supervision, and a willingness to resolve situations, as well as knowing when to refer issues to others
- The ability to organize own workload and to work to deadlines, evidenced by formal qualifications at NVQ level 3 or equivalent and/or significant work experience at a similar level
- Ability to organize events and make administrative arrangements
- Ability to use standard computer programs (Outlook, Word, Excel, Explorer) and experience of using databases
- Previous experience of working as part of a team in an office environment
- Proven customer service skills and understanding
- Some experience of financial administration, including the ability to be numerate and accurate, with excellent attention to detail and a methodical approach
- Familiarity with the use of social media, such as Facebook and Twitter.
Reference no: 98333