Job Description

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

Raise purchase orders and process invoices using Oracle Financials, ensuring compliance with University and external financial regulations. Maintain accurate financial records and produce reports as required. 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. Support Advancing Oxford by raising invoices on behalf of the Treasurer and contributing to annual budget forecasting. Assist in reviewing monthly accounts, identifying corrections, and supporting operational budget forecasting. Log and reconcile departmental credit card transactions, overseeing use of the departmental card in exceptional purchasing circumstances. Support staff with SAP Concur, the University's expense reimbursement system. Ensure teams have access to business travel arrangements, including managing Key Travel purchasing processes.

Administrative & Office Management

Monitor and manage office consumables and liaise with suppliers for both main and satellite DAE locations. Manage departmental reception phone and email accounts, providing excellent customer service and directing enquiries appropriately. Open, process, and distribute departmental mail. Maintain departmental email lists, overseas staff contact documents, and intranet information. 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

Administer Simitive (PDR software), including user training and ongoing system maintenance. Maintain accurate leave and sickness records using TeamSeer, producing reports and supporting the rollout of the new HR system. Administer Eden, the hotdesk booking platform, including account management, floor mapping, and recurring reservations. Support the Talent Management and Onboarding Officers with recruitment and induction processes, including interview coordination and new-starter support.

Training & Staff Support

Arrange and deliver training for staff on purchasing policies and procedures. Support administrative arrangements for staff development and training, including payments, bookings, travel, accommodation, and catering. Provide confidential support to staff on personnel matters as required.

Health, Safety & Compliance

Act as Fire Officer and Deputy Health & Safety Officer, ensuring compliance with University H&S procedures and conducting regular safety checks. Implement and update administrative procedures and contribute to the development of new office systems.

Other Duties

Lead and manage special projects as assigned by the Director of Talent Management & Administration, using initiative and strong organisational skills to meet deadlines in a fast-paced environment.

Selection Criteria

Essential

Experience using financial information systems (e.g., Oracle Financials). Experience interpreting financial policies and training others in their application. Experience managing administrative and financial processes, including reception or customer-facing duties.

Vacancy ID 21022