We are seeking a highly organised, proactive, and detail-oriented Administrative & Finance Officer to join our team. This is a varied and rewarding role supporting a broad range of financial, administrative, operational, and HR-related activities across the department. The successful candidate will play a key part in ensuring the smooth, efficient, and compliant running of operations, working closely with colleagues across the University.
Key Responsibilities
Financial Administration
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Raise purchase orders and process invoices using Oracle Financials, ensuring compliance with University and external financial regulations.
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Maintain accurate financial records and produce reports as required.
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Develop and manage purchasing procedures and tracking systems, including running reports in Splash BI and liaising with end-users, suppliers, and central finance to resolve order and invoice issues.
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Support Advancing Oxford by raising invoices on behalf of the Treasurer and contributing to annual budget forecasting.
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Assist in reviewing monthly accounts, identifying corrections, and supporting operational budget forecasting.
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Log and reconcile departmental credit card transactions, overseeing use of the departmental card in exceptional purchasing circumstances.
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Support staff with SAP Concur, the University’s expense reimbursement system.
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Ensure teams have access to business travel arrangements, including managing Key Travel purchasing processes.
Administrative & Office Management
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Monitor and manage office consumables and liaise with suppliers for both main and satellite DAE locations.
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Manage departmental reception phone and email accounts, providing excellent customer service and directing enquiries appropriately.
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Open, process, and distribute departmental mail.
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Maintain departmental email lists, overseas staff contact documents, and intranet information.
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Coordinate servicing and repairs of office equipment and manage IT-related issues associated with hotdesking; act as the first-line contact for minor IT issues and purchase replacement kit when needed.
Systems & HR Support
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Administer Simitive (PDR software), including user training and ongoing system maintenance.
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Maintain accurate leave and sickness records using TeamSeer, producing reports and supporting the rollout of the new HR system.
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Administer Eden, the hotdesk booking platform, including account management, floor mapping, and recurring reservations.
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Support the Talent Management and Onboarding Officers with recruitment and induction processes, including interview coordination and new-starter support.
Training & Staff Support
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Arrange and deliver training for staff on purchasing policies and procedures.
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Support administrative arrangements for staff development and training, including payments, bookings, travel, accommodation, and catering.
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Provide confidential support to staff on personnel matters as required.
Health, Safety & Compliance
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Act as Fire Officer and Deputy Health & Safety Officer, ensuring compliance with University H&S procedures and conducting regular safety checks.
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Implement and update administrative procedures and contribute to the development of new office systems.
Other Duties
Selection Criteria
Essential
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Experience using financial information systems (e.g., Oracle Financials).
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Experience interpreting financial policies and training others in their application.
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Experience managing administrative and financial processes, including reception or customer-facing duties.