Finance Administrator

Heriot Watt University

The Food and Beverage team is part of Hospitality Services and has responsibility for all aspects of the planning, preparation and service of retail and events catering both on and off the Edinburgh Campus. The team is looking for a General Assistant to actively contribute to the successful delivery of excellent service to all students, staff and visitors across the university.

On behalf of the Engineering and Physical Sciences Research Council (EPSRC) we are leaders of a strategic consultation, in partnership with the University of Glasgow, on the use of Digital Twinning in decarbonising the UK transport system. This role will support the co-creation of DT capabilities and practices, that align to the strategic objectives of future transport, such as decarbonisation, intelligent logistics etc. Our open consultation will be inclusive to all stakeholders and will encompass all modes of transport (e.g. road, rail, maritime and aviation), throughout the UK as well as the diverse markets/end users of transport services and technology.

We are actively looking for a talented researcher in robotics and machine learning to work on the Prosperity Partnership project between Heriot-Watt and Seebyte Ltd.

The Lyell Centre is currently seeking to recruit an Executive Assistant to support the Senior Leadership Team. The job holder will develop and maintain a broad knowledge of activities, will provide high level administrative support and promote a high quality, professional business environment. The post requires high level of initiative and problem-solving skills.

An opportunity for a Senior Contracts Adviser has arisen to draft and negotiate contracts, and provide a pragmatic, business driven service, balancing and assessing risk, to effectively facilitate research delivery and support the growth of the University’s research income.

LINCS is now looking to recruit a full-time member of staff to join the Department on a Teaching & Scholarship contract. The new staff member will contribute primarily to teaching German, Translation and Interpreting courses at various levels. They will also have the opportunity to contribute to courses for other languages taught in the Department (BSL, Chinese, French and Spanish) where qualified, across a range of programmes, as well as cultural studies-related courses. They will be required to be involved in relevant administration tasks.

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The post holder is required to provide a fair, friendly and customer focused service to MACS staff, students and visitors in relation to all financial matters (travel, expenses claims, catering and other purchasing requirements). They will provide support and advice to new and current members of staff and students in all aspects of MACS & HWU Finance, giving information on financial procedures and policy in a clear and concise manner.

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As a member of the Accounting group team, you will contribute to teaching Undergraduate, Postgraduate and MBA programmes in accounting, as well as contribute to the groups’ aim in increasing their global visibility through excellent research outputs. This is an exciting opportunity to join a highly collaborative and supportive School and Group, on an upward trajectory. A successful applicant would form part of a Research Centre within EBS, able to contribute to REF submissions and overall research activities while also receiving support and mentoring to enhance their standing in their field.

The Networks Lab of the Edinburgh Business School seeks to capitalize on impactful ongoing work on risks associated to financing decarbonization, by appointing three Research Assistants that will facilitate our contribution to a number of ongoing projects.

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An exciting and interesting opportunity has arisen for an Executive Assistant to join the team at The National Robotarium. The main purpose of the role will be to provide advanced administrative and secretarial support to the COO of the National Robotarium and all teams within the area.

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An opportunity for you to join Heriot Watt as a Research Accountant. The Finance team is one of the Professional Services supporting the University’s mission and its strategic priorities. On a day-to-day basis, it does this by delivering a range of financial operations: routine financial transactional processing in payroll, accounts payable and accounts receivable sound management accounting, including ensuring the availability of accurate and timely financial management reporting; and effective budgeting and planning effective operation of financial systems effective and timely delivery of statutory financial reporting

Finance Administrator


This role is offered on an FTC , part time basis

Grade and Salary: Grade 5 (£24,715 – £28,131 pro-rata)




Heriot-Watt University has established a reputation for world-class teaching and leading-edge, relevant research, which has made it one of the top UK universities for innovation, businessand industry.

At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team. 

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.


Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders and Orkney), one in Dubai and one in Malaysia. The University offersa highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business and languages. Heriot-Watt is also Scotland’s most international university, boasting the largest international student cohort.


About our Team


The School comprises of a team of leading academics in computer science and the mathematical sciences who attract researchers and students from all over the world.


The Finance team provides advice and supportto staff and students on all financial matters. The team consists of this vacancy and an Administrative Assistant with both members of the team reporting to the School’s Finance Business Partner.


The Finance team iscommitted to providing a professional, welcoming& friendly service.The team provides informed,efficient & timely advice that meets the diverse needs our customers.


Detailed Description


The post holder is required to provide a fair, friendly and customer focused service to MACS staff, students and visitors in relation to all financial matters (travel, expenses claims, catering and other purchasing requirements). They will provide supportand advice to new and current members of staff and students in all aspects of MACS & HWU Finance, giving information on financial procedures and policy in a clear and concise manner.


The post holderwill be requiredto keep up to date with changesin policy relatingto financial matters, adapting our processes and updating our documentation as required.


Key duties and responsibilities


Assist the Finance Business Partner with the finance functions of the School, undertaking the day to day operational financialactivities including inter alia purchaseorders (both withinOracle Fusion and via Barclay Visa Procurement Card), expenses claims, travel, and catering requests. Responding to student and staff enquiries in a fair, friendly and timely

manner. Establish good working relationships with colleagues, academicstaff, students, visitors and external suppliers.


Manage the processing of Oracle Fusionorders within MACS including trackingand receipting goods. Collecting and submitting information required to set up new suppliers on

Oracle. Manage paymentprocesses and maintainaccurate and up to date financial records– for staff, students and non-staff, internal and external, foreign and UK. Investigate and resolve queries relating to financial transactions



Scholarships & Abatements – Manage the processing of UG & PG stipend payments schedules. Process Tuition Fee Abatements, ensuring correct coding & preparation of information for entry into BannerSystem. Co-ordinate with admissions team to ensure timely processing and complete records, liaise with other members of the MACS Finance Team to

provide updates to section heads.Deal with any queries from students regarding non-payment or payment schedules, updating of student bank details. File and maintain correct records.


Travel & Insurance Information for Staff & Students – Responsible providing travellers with information, and making airlineand rail reservations, accommodation bookings and conference registrations, checking travel expense claims.Manage the international travellers register for the School.


Purchasing Card – Responsible for placing and monitoring orders (for catering, books, conference registrations/accommodation and other items), checking and balancing receipts, balancing the monthly statement, ordering via secure online services, recording all transactions in the daily log, updating transactions and charge codesfor the monthly Oracle Fusionaccounts whilst adhering to the University deadlines, procedures, policy and regulations.


Raise Sales invoices within Oracle Fusion ensuring correct VAT treatment. The collection and submitting of information to create new customers in Oracle Fusion.Maintain complete records and provide information to assist with debt collection for non-payments.


Research – provide support to the Research Administration team to provide transactional reporting to update current spend on grants. Assist in the management of travel grants by requesting job codes for monitoring, processing purchase and sales transactions, and providing final reports on spend for submission to funders.


Finance Intranet – maintain and update the information held on the MACS Finance Intranet. Ensure policyand procedure documentsare up to date and regularly update

information relating to finance deadlines e.g. submission of expenses etc. Also, convey any finance news – changes in staffing, new procedures etc. Update monthly,quarterly and annual finance results, associated presentations, and communicate the availability to the information contained on the site to colleagues.


Education, qualifications and experience




The post holderis required to be educatedto at least A Level,Scottish Higher or Equivalent and have experience in a similar role.


Experience of Microsoft Office, especially Excel. Desirable

ECDL qualified


Experience of OracleFusion or similar


Heriot-Watt University is committed to securing equalityof opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.


Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website  and also our award-winning work in Disability Inclusive Science Careers  .


We welcome and will considerflexible working patternse.g. part-time workingand job share options.


Use our totalrewards calculator:  to see the value of benefits provided by Heriot-Watt University


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