Details
1108819
University of Warwick
02/03/2026
6 Months
Full time 36.5 hours
Smart Casual
Pay
£14.07
£1.70
Description
Role
To deliver high-quality and timely administrative support to key stakeholders across Finance Office teams, with a focus on local HR processes, website management, training and event coordination and diary management. To provide general operational support to ensure the smooth running of the office.
Duties and responsibilities
Finance Office Administration
Be the first point of contact for the Finance Office Admin email resource account.
Assist in the maintenance of the Finance Office webpages, including updating content, re-designing pages and creating / managing online forms.
Manage email distribution lists, circulate urgent comms and prepare the first draft of the Finance Office weekly newsletter.
Open, sort and distribute Finance Office post and manage parcel deliveries.
Support on the management of IT stock, distribution and set-up of kit and record keeping.
Monitor stationary stock, manage the printers, arrange confidential waste and IT disposal collections, escalate issues with Estates and IT on behalf of staff, and proactively carry out tasks to improve the overall appearance and functionality of Finance Office spaces.
Use financial systems to generate purchase requisitions in priority order and a timely manner. Record and track orders and ensure goods are receipted promptly, liaising with Accounts Payable as required.
Organise travel and accommodation for Finance Office staff. This includes sourcing best options that comply with financial regulation and procedures and making bookings either using the Office’s Corporate Card or through the university approved travel management company.
Manage records on the allocation of cupboards, the filing of hard-copy documentation in the office and the storage of keys in the key safe.
Local HR Administration
Assist the Administrative Officer (Finance) to deliver local HR administrative support to teams across the Finance Office. This includes leading on tasks relating to the full employee lifecycle, such as:
- Preparing recruitment documents, arranging and supporting interviews, carrying out pre-employment checks and obtaining references.
- Supporting onboarding, induction, maintaining probation records and updating published organisational charts.
- Preparing leaver checklists, managing the return of equipment and removing systems access.
Support staff with annual leave enquiries and monitor balances to identify and escalate any potential concerns.
Occasional Finance Office Senior Management Support
Provide occasional diary support to senior Finance Office members, to assist in arranging complex meetings with multiple stakeholders.
Training and Event Management
Input and monitor training completion data, ensuring records are accurate and liaising with staff to ensure compliance with mandatory training requirements.
Manage logistical arrangements for internal training and events, to include circulating invites, booking rooms and refreshments, arranging hard and soft copy materials, technical support, attendance monitoring and management of feedback forms.
Other duties within the scope and grading of the post, including administrative tasks specific to teams within the Finance Office that the postholder supports.
Skills and experience
- Educated to A level standard with GCSE passes in Mathematics and English as a minimum or equivalent experience.
- Previous experience in an administrative support role in a complex, customer-facing environment, preferably in higher education.
- Experience in handling confidential and sensitive information and adhering to GDPR principles.
- A positive outlook and team-working ethos, and the ability to operate independently with minimal supervision.
- Excellent organisational skills.
- Good interpersonal skills, with an ability to build relationships with a variety of stakeholders in a sensitive, professional manner with a high level of discretion.
- Good oral and written communication skills with the ability to draft content for webpages and the weekly newsletter.
- Ability to be proactive, use initiative, and to apply knowledge flexibly.
- Excellent IT skills, including skilled use of email and the internet and ability to use Word, Excel and PowerPoint to the required level.
- Strong attention to detail, with proven experience of maintaining accurate records.
- Good numerical and analytical skills with the ability to log and monitor spend.
- The ability to learn new systems quickly, adapt to change and develop new processes.
- Educated to degree level (Desirable).
Location
The role is campus based however staff can opt to work under the Finance Office’s current hybrid policy where a maximum of 40% of time (2 days per week for full-time staff, typically Tuesday and Friday) can be worked remotely.
Additional information
Advert closes on midnight 26/02/2026