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Purchasing And Finance Assistant

£33,579 - £33,579
 

Job Description

We have an exciting opportunity for a Purchasing and Finance Assistant to join us for 6 months at Queen Mary University of London. We are looking at a start date of w/c September 11th on a full time or part time (0.8 basis). We are looking to offer the successful candidate £17.22 per hour plus holiday pay. Please note that this is a full time position so will not be suitable for a current student. 



The role will be working with the Finance Manager and Finance and Purchasing Officer and will be mainly working on putting through orders on Agresso and dealing with any queries and also ensuring that the stores area containing general stock is fully stocked up. 



The Finance Assistant will be part of the School Finance team by raising Purchase Order requisitions and goods receipting items received, ensuring compliance with all financial regulations. Assisting with the management of the School’s stores and ensuring that it is fully stocked.



 



Main duties and responsibilities




  • Raise Purchase Order requisitions for items including office supplies (stationery, kitchen supplies or furniture for example), travel for staff or students and conferences or events, lab consumables, ensuring that adequate budget is available and that Queen Mary finance policies are being adhered to in all cases.

  • Take full responsibility for seeing purchases through to completion, ensuring that items are goods receipted and that they are delivered to the correct individual in a timely manner.

  • Liaise with suppliers to ensure that correct procedure is being followed at all times within the terms of agreement.

  • Liaise with Queen Mary Procurement team regarding large purchases or new suppliers

  • Provide additional finance support during periods of absence within the finance team, raising purchase orders on behalf of colleagues within the finance team for items such as laboratory consumables or equipment.

  • Act as a point of contact for SBBS staff regarding purchase orders for the items listed above, providing guidance to colleagues regarding the purchasing process.



 



Other




  • Work with colleagues within the School to identify areas of improvement within finance procedures and to provide input to possible solutions, ensuring that there is visible guidance to staff and students on relevant processes.



Qualifications

Educated to A Level, or equivalent experience (Essential)



IT skills qualification (Desirable)



Finance related qualification (Desirable)



Skills

Experience/Knowledge




  • Experience of working in a higher education environment

  • Experience of completing financial transactions such as raising purchase orders, ideally using Agresso



Skills/Abilities




  • Good problem solving and analytical skills, with the ability to identify potential problems and opportunities, and to resolve them effectively, independently where appropriate

  • Excellent communication skills, with the ability to communicate with a variety of audiences to influence, negotiate and build good working relationships

  • Excellent attention to detail and a systematic approach to work



Other




  • Ability to work unsupervised and to exercise initiative

  • A commitment to working collaboratively and flexibly as part of a team whether locally or in the wider University

  • *The ability to meet UK ‘right to work’ requirements.

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Ideal role for a recent Grad with an understanding (personal and/or professional) of students searching for and applying for jobs. Initially a 6-7 month contract with the possibility of extension.



The Careers Administrative Assistant provides administrative support to the in-house recruitment agency. This includes guidance for students how to complete registration,  compliance checks, scheduling interviews, and carrying out reporting tasks. In addition to managing the shared inbox there will also be administration involved with student correspondence, marketing and database management.



• Manage shared inboxes and provide appropriate and accurate information to a range of stakeholders such as students, staff, businesses/external organisations or signpost where relevant.



• Manage team and shared diaries



• Be the first point of contact for students and external candidates.



• Administer the registration of new candidates including ensuring they are legally compliant and have the right-to-work in the UK and monitor timesheets where necessary.



• Schedule interviews with participants in a timely manner and communicate outcome of applications to students. 



 



Qualifications

Ideally a degree holder



Good level of general education



Skills

Office administrative tasks and MS packages



Knowledge of Client Relationship Management sytems (CRM) or simiar database



Experience of a recruitment related role - Ideal



Multi-tasking and time management skills



Excellent communication skills



Demonstrable skills in diplomacy and resilience



 



 

This is a fantastic opportunity to work on Queen Mary Academy’s new educational research and development project on: 

•    Exploring awarding and continuation gaps with undergraduate Black students 

 

We are recruiting one student researcher for a 15-hour contract. 



The aim of this research is to identify and understand Black students’ perspectives on barriers and facilitators to their academic excellence at QMUL. Equality, Diversity and Inclusion Key Performance Indicators shows the largest awarding gap and continuation gaps are experienced by Black students, and this project goal is to inform how Queen Mary Academy and/or other QMUL institutions can support this student population to perform better. You will work with the Queen Mary Academy and be supervised by professional members of staff at the University. 

 

You will be expected to work collaboratively to help run small focus groups, and present and analyse data.  Findings will be shared internally and externally through publication and presentations. 

 

This position is assigned 15 hours. Successful candidates will be expected to complete these hours between May 2024 and June 2024. This role will be paying £13.99 per hour plus holiday pay to the successful candidates. 



We would particularly welcome applications from student who self-identifies as Black / African / Caribbean / Black British/ or any other Black / African / Caribbean background.

 

Responsibilities: 

•    Assist in literature reviews to gather relevant information and background for projects. 

•    Participate in the design and implementation of focus groups

•    Collaborate with project lead to conduct data analysis 

•    Contribute to the preparation of research reports, presentations, and other final outputs. 



Qualifications

Current enrolment as a Queen Mary student and demonstrable experience of engaging with Black communities



Skills

Qualifications




  • Current enrolment as a Queen Mary student and demonstrable experience of engaging with Black communities

  • Ability to work independently as well as collaboratively within a team 

  • Effective communication skills, both written and verbal

  • Excellent organizational skills 

  • Comfortable using common software tools, such as Microsoft Office 

  • Enthusiasm for learning and willingness to take on new challenges 



    Desirable:

  • Experience of collating and analysing both quantitative and qualitative data

  • Experience of running focus groups



Interested candidates should submit their CV and a short cover letter to QTEMPS. Applications will be accepted until midnight BST 22 April 2024. Online interviews will be scheduled for early May.

THIS IS A FULL TIME ROLE AND NOT SUITABLE FOR STUDENTS. 



This role forms part of a team of Programme Administrators who share responsibility for a complex range of programmes and courses, that include Language Learning, Year Abroad, Pre-sessional, In-sessional, Foundation, BA, MA and PhD degrees. The team, under the line management of a Programmes Team Leader, is responsible for the production, maintenance and dissemination of information and records relating to the student journey at Queen Mary.



Main duties and responsibilities

• To provide advice and guidance to students and advisers relating to the administration of their studies and School and University policies and procedures

• To proactively manage all administrative processes relating to student data within the School, providing reports as required for internal and statutory purposes, liaising with colleagues within the School and in ARCS

• To manage module registration procedures, communicating regularly and promptly with students, and with partner Schools on joint programmes

• To manage the administration of students on non-standard courses such as non-credit bearing modules and pre-sessional programmes

• To manage all administrative processes relating to students undertaking periods of study abroad, in liaison with the Year Abroad Co-ordinators in the School and the central services as required.

• To manage change of circumstance procedures such as programme change or withdrawal, liaising with ARCS, and admissions colleagues within and outside the School

• To assist the Teaching and Learning Manager with the production of timetables, room bookings and student allocations in Scientia/Enterprise

• To assist the Student Support Officer and Programme Convenors in monitoring student engagement and Tier 4 reporting

• To support the School’s effective use of the virtual learning environment (QMplus)

• To liaise with the Exams and Assessment Administrator in the administration of mark entry on QMplus and transfer to MySIS

• To support colleagues in the Teaching and Learning Team with Subject Examination Boards, producing minutes and reports, ensuring actions have been taken, students’ progression is confirmed, and results are released to students

• To administer the module evaluation process, and other student surveys as required

• To attend meetings in the School, and to represent the School at appropriate Queen Mary groups and committees



Qualifications

Degree (or equivalent qualification) or equivalent experience



Skills

  • Experience of administering teaching activities within Higher Education including timetabling, registration, assessment and quality assurance

  • Experience of working within established regulations, and ensuring compliance with policies and procedures

  • Excellent IT skills with good knowledge of Microsoft Office (Outlook, Word, Excel, Powerpoint)

  • Knowledge of eLearning systems such as Moodle

  • Experience of academic timetabling

  • Experience of servicing examination boards

  • Excellent oral and written communication skills

  • Ability to use initiative to review processes and procedures and develop systems/solutions

  • Excellent attention to detail

  • Analytical and problem-solving skills with an ability to analyse strategic and procedural information

  • Ability to work both independently and as part of a team

  • Strong interpersonal skills with the ability to deal professionally with people at all levels with a customer focussed approach

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