The University of Edinburgh – Administration Assistant (Finance) (Vacancy Filled)

Type of apprenticeship – Modern Apprentice

Job title – Administration Assistant (Finance) – Centre for Open Learning

Length of Fixed Term Contract – 18 months

Pay (living wage) – £17,046 per year (UE01)

Planned start date- January 2020

Closing Date for applications –9th October 2019 interviews November 2019

About the University of Edinburgh and summary of what team does
To maintain our reputation as one of the world’s leading universities, we recruit the best people to a variety of support, professional and academic roles each year. Our team of talented and committed professional & support staff are critical to our success.

We offer an exciting, positive, creative, challenging and rewarding place to work. We give you support, nurture your talent, develop and reward success and integrate professional and personal career goals, as well as give your career the benefit of a great and distinguished reputation. In addition, our employees benefit from a competitive reward package and a wide range of staff benefits, which include generous holiday entitlement, a defined benefits pension scheme, staff discounts and much more.

The College of Arts, Humanities and Social Science is the largest of the 3 Colleges in the University and is made up of 11 Schools, the Centre for Open Learning and a College Office which supports almost 24,000 students and 3,600 staff.

The Centre for Open Learning (COL) offers English Language Education and short courses in languages, art and design and various subjects such as history, creative writing and psychology. COL also runs the International Foundation Programme, the part-time Access programme and the International Summer/Winter School.

The COL Finance team carries out a range of dedicated Finance activities to support our students and staff, in conjunction with our central and College Finance teams.

Description of work environment

Working in a small team based in an office on the Holyrood campus, with day to day workload supervision from our Finance Administrator and line managed by the Finance & HR Officer.

What might a day in the job look like?

A typical day would begin at 9am and end at 5pm, with an hour for lunch. The tasks you would be involved with include:

  • Raising invoices to students, allocating payments received and processing online refunds
  • Raising purchase orders to suppliers, and receipting goods to enable invoices to be paid
  • Data entry to online systems and Excel spreadsheets
  • Checking payment reports against paperwork, filing, scanning and archiving
  • Corresponding with COL staff and students

What will I learn?

  • You will acquire interpersonal skills through corresponding and communicating with various members of staff, across the academic and professional services teams, and students via emails, telephone and face-to-face interaction
  • Gain experience working within an experienced Finance team, following instructions under guidance
  • Learn the basic terminology of Finance and specific terms relating to Finance in a Higher Education institution
  • Learn to work accurately and methodically with attention to detail, which is extremely important in any financial situation
  • Use Excel and other Microsoft Office systems in an office environment
  • Receive specific in-house training on the University of Edinburgh’s financial systems and codes for raising and receipting purchase orders, processing internal transfers, allocating payments and processing refunds
  • General administrative duties required in a busy office, such as photocopying and scanning documents, and responding to email queries
  • Obtain an SVQ 2/3 qualification in Business & Administration

What qualifications / qualities are required?

  • Modern Apprenticeships are open to people of any age, funding for training is available to those aged 16-24
  • National 5 or above in English and Maths required
  • Enthusiasm, commitment, and great attention to detail
  • Good numeracy and literacy skills
  • Working understanding of the basic functions of MS Office Suiteg. Excel, Word and a willingness to learn
  • Excellent ability to follow instructions and pass on information in a clear manner, both written and verbal
  • Ability to make effective use of office equipment, such as photocopiers and scanners
  • A professional and sensitive approach to dealing with confidential documents
  • A willingness to learn and develop new skills
  • A willingness to participate in a Modern Apprentice program


How to apply

Please send your CV to