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