Administrative Assistant

Edinburgh, United Kingdom
£17,682–£19,133 (Grade 3)
Oct 22, 2019
End of advertisement period
Oct 25, 2019
Contract Type
Full Time

Location Edinburgh, GB      
Organization Name International Centre for Mathematical Sciences        

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          

The International Centre for Mathematical Sciences (ICMS) was established in 1990 by Edinburgh (UoE) and Heriot-Watt (HW) Universities as a joint premier research centre for the mathematical sciences and continues to be supported by both institutions.  ICMS is based in the Bayes Centre, Potterrow in central Edinburgh. ICMS aims to create an environment in which the mathematical sciences can flourish and develop in new directions. It has a particular interest both in promoting international collaboration and in encouraging those areas of mathematics of relevance to other sciences, industry and commerce.   ICMS organises research programmes, workshops, conferences and courses for participants from universities, commerce and industry.   ICMS provides administrative support to the Scottish Mathematical Studies Training Centre (SMSTC), the Edinburgh Mathematical Society, the Glasgow Mathematical Journal Trust and the Maxwell Institute Graduate School

Detailed Description          

ICMS are seeking an administrative assistant to be a first point of contact forall visitors to ICMS and to assist the events teams in preparing for workshops,conferences and all related activities.
The position is full-time working five days a week.

Reporting to the Centre Manager the post holder will also receive day-to-day supervisionand guidance from other members of the team.

The post is based at ICMS offices at Bayes Centre, 47 Potterrow, Edinburgh. The post involves occasional evening working and early starts by arrangement.      

Key duties and responsibilities          

  1. Working with the ICMS event team with the preparation of workshops and carrying out clerical duties related to successful delivery of the ICMS programme – preparing materials required for events, photocopying, filing, emailing,  record keeping and completing forms; this requires good written communication.
  2. Undertaking reception duties, answering telephone calls and dealing with routine face-to-face enquiries. Meeting, greeting and signing in visitors to ICMS at the Bayes Centre.
  3. Taking bookings for events and maintaining the ICMS calendar and University of Edinburgh timetabling/room bookings systems.
  4. Placing orders for catering for ICMS events.
  5. Report any building maintenance issues to relevant colleauges within the Bayes Centre.  Liaising with the Bayes Facilities Manager to ensure that repairs are carried out in a timely manner.
  6. Practical preparation for events: setting up rooms with appropriate materials and equipment. Checking that catering has arrived on time. Tidying up after events as and when required. Checking that the AV equipment in the ICMS rooms is in good working order.
  7. Monitoring and maintain levels of stationery and consumables within ICMS, and ordering more as required. 
  8. Keeping the ICMS areas within the Bayes Centre tidy and presentable at all times.
  9. Assisting with registration during events.

Finance Assistant (approx. 30% of workload)

  1. Raising and approving internal transfers in the University of Edinburgh EIT system (up to a limit of £500 – this would be for small catering orders for example)
  2. Checking, processing and submitting visitor expense claims to Heriot-Watt. This would include liaising with visitors to ensure that they know how to complete the form and contacting them in cases when information is missing or requires clarifying.
  3. Processing credit/debit card payments from visitors to ICMS and passing on details to Heriot-Watt Treasury
  4. Preparing paperwork for raising invoices and purchase orders
  5. Maintaining an excel spreadsheet of all ICMS’s financial transactions

Education, qualifications and experience          

  • Educated to Highers/A-Level  standard (or equivalent)
  • Relevant experience and success in role requiring strong customer service and administration skills
  • Proven experience of building, and maintaining, relationships with a wide variety of stakeholder groups and audiences
  • Proficient keyboard skills and a good working knowledge of Microsoft Office applications and databases
  • Analytical, accurate and efficient data handling skills, with a high degree of attention to detail and accuracy.
  • Strong time management skills, ability to multitask confidently and to plan and prioritise workload and work effectively under pressure, often in the face of changing and conflicting demands
  • Ability to work independently and on own initiative, seeking guidance when appropriate
  • Strong decision making and problem solving skills, with the ability to respond appropriately to varying scenarios and different demands from different stakeholders
  • Excellent interpersonal and communication skills, in both written and spoken English, and the ability to produce high quality written work.
  • Ability to operate with a high degree of tact and maintain appropriate confidentiality at all times
  • Proven ability to work flexibly and collaboratively as part of a team
  • Maintains a positive disposition, pleasant, helpfuland professional approach, even in difficult or challenging circumstances

How To Apply          

Applications can be submitted up to midnight (UK time) on Friday 25 October 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.

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.

Minimum Salary 17682      
Maximum Salary 19133      
Currency GBP                  
Amount of Travel No Travel

Similar jobs

Similar jobs