Graduate Apprentice Administration Assistant

Edinburgh, United Kingdom
Friday, 23 August 2019
End of advertisement period
Friday, 6 September 2019
Contract Type
Full Time


Closing date 6 Sep 2019 23:00 (UK time)
Salary £15,842–£15,842 (Grade 1)
Location Edinburgh
Department Procurement Services, Governance & Legal Services
Category Administration
Status Full Time

About Heriot-Watt University

Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders and Orkney), one in Dubai and one in Malaysia. The University offers a highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business and languages.

With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and practical, leading-edge research, which has made it one of the top UK universities for business and industry. We connect with industry at every level and develop programmes to match their needs – so employers get work-ready industry-fit graduates.

Heriot-Watt is also Scotland's most international university, boasting the largest international student cohort.

We have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.

For full details on our University please view our Careers at Heriot-Watt http://www.hw.ac.uk/about/careers-at-heriot-watt.htm

About our Team

Procurement Services provides professional procurement services to the University’s academic schools and professional services. Our remit is to get best value for money from the University's annual £100M+ non-pay spend through proactive sourcing, customer relationship management, and professional category and supplier management. We also ensure legally compliant procurement processes are in place for all goods, services and works.

Detailed Description

The post holder will work as part of the Procurement team and will be responsible for providing administrative support to the Sections’ Head of Procurement, Procurement Managers, Procurement & Systems Officer and the Procurement Assistant.

This role is only suitable for a Graduate Apprentice looking to undertake study towards a first degree, MA (Hons) Business Management. Further details of the courses can be found here:


The post holder will be responsible for ordering & receipting all Procurement Services purchase orders, creating new supplier requests and amendments on the Oracle i-Procurement system, administering Procurement Services mail, booking catering, travel, training and conferences for Procurement staff and undertake general administration tasks. You will be an integral member of the Procurement Services team, assisting in the implementation of improved working practices and administrative systems and will be required to cover for the Procurement Assistant in periods of absence (and occasionally for the Procurement & Systems Officer).

Key duties and responsibilities

The post holder will:

  • Administer Procurement Services electronic inbox and general mail correspondence, responding to queries/requests where possible and escalating other requests to other members of the team; logging receipts and maintaining up-to-date details on actions taken.
  • Setting up new suppliers, creating Purchase Orders and receipting goods on Oracle i-Procurement system, vetting new supplier requests for compliance with Financial Regulations, Conflict of Interest Policy and correct segregation of duties.
  • Provide first line support for any Oracle R12 day-to-day supplier queries or changes and maintaining the system up-to-date.
  • Assist the Procurement Assistant and Procurement & Systems Officer to maintain the WARPit resource re-use website.
  • Assist the Procurement Assistant and Procurement & Systems Officer to maintain the Procurement Services intranet site up-to-date.
  • Photocopy and scan supplier documents, filing in relevant Procurement Shared drive.
  • Filing paperwork in accordance with the University’s Data Management Policy.
  • Administration of training course and conference payments and making necessary travel related bookings on behalf of staff.
  • Book catering, venues and equipment for meetings and events.
  • Ensure correct allocation and logging of expenses claims into expenses log, scanning expenses forms and filing of expenses in Procurement Services budget file.
  • Provide advice and support to end-users in academic schools and professional services on relevant procurement processes, forms and systems.
  • Maintains stock and orders office supplies when needed.
  • Maintains and updates internal spreadsheets and filing system.
  • Assist in the management of the Head of Procurement’s and the Procurement Managers’ diaries, when required.
  • Support the Head of Procurement and the Procurement Managers take notes in various meetings (e.g. Supplier Review meetings, tender evaluation consensus and team meetings).

Competencies, Tasks and Responsibilities

The tasks and responsibilities listed under the following Competency Headings form part of all administrative roles in the University at this level and it is expected that the role-holder will perform them to at least an effective standard at all times.

Team Work

Participate in and contribute to the general support across the team.
Support other colleagues within the immediate team when required.

Service Excellence

  • Create a positive image of the University by being responsive, prompt and courteous when responding to requests or enquiries from customers.
  • Deal with customers who ask for service or require information.
  • Produce simple standard reports as requested.
  • Enter and maintain records and data into the appropriate university system (e.g. student, HR etc).
  • Process documents, for example, applications, orders, records, and other information in accordance with agreed service levels.
  • Carry out general office duties, e.g. reception/meeting and greeting; sort and organise mail; order stationery; maintain office equipment such as printer, photocopier etc.
  • Keep working area clean and tidy in line with appropriate H&S requirements.
  • Actively participate in departmental continuous improvement to achieve efficiency / process mapping and improvement sessions.

Clear and Consistent Communications

  • Write standard communications using templates, understanding what parts of the template to use as appropriate.
  • Use telephone system to receive calls and give information.
  • Pass on data/information/messages.
  • Explain routine instructions, procedures, operating instructions or information.
  • Reply to simple requests for information, routing enquiries where information is standard/routine.
  • Discuss routine work matters with supervisors.
  • Maintain confidentiality at all times.
  • Disseminate news and information to relevant customers and colleagues.
  • Support in note-taking in various forms of meetings.

Planning and Organising

  • Book meetings/workshops for internal and external customers, including room and equipment, hospitality and send invites to attendees as requested.
  • Carry out routine instructions from standard procedures.
  • File, archive and destroy data in line with the University Data Protection & Retention Policy.
  • Provide appropriate admin support for meetings and events.
  • Support School/Directorate and team processes and procedures by meeting schedules and timetables, also helping with the managmenet of diaries.

Initiative and Problem Solving

  • Act as first point of contact for queries from customers by phone, email, system-generated and in person.
  • Use standard procedures and guidelines to solve local, day to day issues.
  • Use experience and initiative to identify when to pass non-standard issues to line manager.

Decision Making

  • Provide routine advice and guidance, respond to queries and refer more complex queries to more senior members of the team as appropriate.
  • Follow set procedures and protocols referring any non-standard requests to line manager.
  • Understand the appropriate tools to use when undertaking day to day tasks.

Management Responsibilities

There are no management responsibilities within this position.


  • Demonstrate the University Values at all times through performance and behaviour.
  • Participate in ad-hoc duties to support the team/University and for personal development.
  • Support newer or inexperienced colleagues within and outside the University by offering support, help and advice.
  • Positively promote the University internally and externally through positive behaviour and supporting University-wide activities.

This job description is intended as a flexible framework which outlines the key general areas of activity in your position. Other activities may be required which are not outlined above but which are appropriate to the position and grade. Your personal objectives (Forward Job Plan) will also set out specific tasks and objectives for you to achieve, including objectives to help your career development.

Education, qualifications and experience


The successful candidate will need to be accepted for enrolment onto the Graduate Apprenticeship MA (Hons) Business Management courses above, which will be a condition of any offer of employment. We will expect your covering letter and /or CV to demonstrate how your skills and experience, gained either at work or as part of your studies, makes you suitable for this role and in particular the following areas:

  • Demonstrable ability to communicate effectively in English (verbal and written) and deal with customer enquiries.
  • Literacy and numeracy skills equivalent to SCQF Level 4 (National 4) or similar.
  • Competent in the use of relevant IT packages (e.g. MS Office, particularly Word, Excel and Outlook).
  • Well-developed interpersonal skills.
  • Demonstrable professional and proactive approach.
  • Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment.
  • Demonstrable provision of excellent customer service.
  • Attention to detail.
  • The ability to work both independently and flexibly as well within a team and across team/section boundaries to strengthen working relationships.


  • Educated to SCQF level 5 (National 5) or equivalent.
  • Experience of working within a similar environment as outlined under 'summary of key duties and responsibilities.'
  • Experience of working with Oracle i-Procurement, Microsoft PowerPoint and database systems.

How To Apply

Applications can be submitted up to midnight (UK time) on Friday 06 September 2019.

At Heriot-Watt University we understand that being diverse makes us better which is why we support a culture of respect and equal opportunity, and value diversity at the heart of what we do. We want to increase the diversity of our workplace to underpin a dynamic and creative environment.

We welcome and will consider flexible working patterns e.g. part-time working and job share options.

This role does not meet the minimum requirements set by UKVI to enable sponsorship of non-European nationals. Therefore we cannot progress applications from candidates who require sponsorship to work in the UK. For further information on this please visit the UK Visas and Immigration website: https://www.gov.uk/browse/visas-immigration/work-visas

Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.

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