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International Research Support And Invoicing Assistant
Job Description
THIS ROLE IS NOT SUITABLE FOR CURRENT STUDENTS
To provide a high level of service to both internal and external customers dealing with a wide range of post-award administration duties. To monitor income and expenditure transactions in order to achieve accuracy of data paramount to providing accurate management information to departments and senior officers. To produce invoices and claims in a timely manner to a wide variety of Research sponsors e.g. Charities, Industry, Government and Research Councils to meet pre-determined deadlines to avoid financial sanctions.
To carry out responsibilities with due regard to the College?s Equal Opportunities & Health & Safety Policies.
To undertake any other duties as may be reasonable expected by the line manager of Head of Department.
Main duties and responsibilities
- To support the Financial Compliance & Management Officers with the daily running of the section, ensuring that an efficient service to both internal and external customers is maintained. Duties will involve a diverse range of activities dealing with specific sponsor types e.g. Charities, Research Councils, Industry and Government Offices.
- The preparation of claims and invoices in a frequency determined by the sponsor, ensuring accuracy of information and reconciling the total value of the claim to the general ledger and making any necessary adjustments in agreement with other central service sections and academic departments.
- Responsible for ensuring the daily milestone tasks are completed on Worktribe in order of priority to meet the needs of the sponsor. The efficient timing of invoice and claim submissions is essential to facilitate the College?s cash flow.
- The continuous process of checking the information held in Agresso in order to ensure the accuracy of the data produced, for both routine and management information reports which are regularly presented to academics, Heads of Department, Senior Officers, and the relevant committees.
- To produce routine reports as required, from the general ledger and PCB modules in Agresso, for data analysis and the compilation of information to meet departmental and external sponsor requirements.
- Responsible for dealing with customer enquiries to the Helpdesk promptly to ensure a quick response time and efficient levels of service.
- To initiate and enter journals onto Agresso relating to internal expenditure transfers and salary re-charges, paying careful attention to accuracy to avoid the misrepresentation of data.
- To work closely with the Finance Department to ensure accuracy of research grant expenditure and liaison with the Credit Control Section to assist with the collection of income on research grants and contracts.
- Ensuring that regular budget/expenditure reports are sent to departments in a timely manner. Monitoring budget control and alerting the relevant departmental administrators and grant holders to significant variances for appropriate action.
- Maintaining document repository on Worktribe to satisfy both internal and external audit requirements, liaising with departments where necessary to complete this process
Qualifications
GCE or equivalent in Maths and English
Skills
| AAT or relevant experience |
| Experience/Knowledge |
| Knowledge of good accountancy practice |
| Excellent written and oral communication skills |
| Solid account office experience |
| Numerate skills to appropriate level |
| Knowledge of computerised finance systems |
| Experience of excel and word |
| Experience of working with all levels of staff including senior officers |
| Skills/Abilities |
| Ability to work under pressure and to meet predetermined deadlines |
| Ability to work on own initiative in a challenging environment |
| Ability to liaise credibly and articulately with colleagues at all levels including Sponsors, Funders and Sr. Management. |
| Ability to build and maintain close working relationships with other administration offices and departmental Research Manager, including Human Resources, Procurement, finance and service departments within QMUL and Barts Health NHS Trust |
| Other |
| Flexible and professional approach to work |
| *The ability to meet UK ?right to work? requirements. |
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Qualifications
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Skills
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Library Student Ambassadors - six roles available to work 15 hours between February and June 2025
We are looking for enthusiastic and motivated students - at all levels- to become Library Student Ambassadors to help improve the student experience in the Library. We want to increase the student voice and focus on library developments and improvements that are most important to students. We need you to tell us!
Library Student Ambassadors will be actively involved in a number of library projects, take part in user experience research or focus groups, attend some Library Working Group meeting, and take forward suggestions for improving and developing library services and help promote library services and resources.
The hours will be worked between 9am and 5pm Monday to Friday and we will try to be flexible around your studies and other commitments. Some weeks it will be 2 or 3 hours and other weeks, no hours - making a total of 15 hours worked between Feb and June 2025
Qualifications
Current London Met student
Skills
Excellent communication skills in order to act as a sounding board for ideas, talk to other students, and give suggestions for improvements in Library Services and Special Collections
How to apply - PLEASE send letter of interest
Email Laura Simmons (l.simmons@londonmet.ac.uk), Head of Library Operations, with heading LIBRARY STUDENT AMBASSADOR detailing your course and School and what year you are in and no more than 300 words outlining why you think you would make a good Library Student Ambassador in terms of your skills and interests and a suggestion of one thing you would like to see improved or developed in the library either online or in the physical library. Thank you!
THIS ROLE IS NOT SUITABLE FOR CURRENT STUDENTS
To act as a point of contact for the Health and Lifestyle Research Unit and it?s projects, responding professionally and courteously to enquiries in person, by email and by telephone, whilst escalating more complex queries to the Stop Smoking Advisors and Research Team. Required to provide an excellent standard of customer service and convey a helpful, positive image, both within and external, to the unit
To work as a member of the Unit?s administrative team, being mutally supportive and covering duties as necessary during colleagues absenses and at times of additional pressure, as directed.
Main duties and responsibilities
Operations
- Assist the Stop Smoking Manager and Stop Smoking Teams in maintaining the efficient running of the busy Stop Smoking Services; this will include first line support for telephone and email enquiries, servicing interviews, arranging appointments, preparing starter packs for new staff and dealing with internal and external correspondence including dissemination (as requested) of any Institute, Faculty or University information to staff within the unit.
- Support the organisation of meetings (booking rooms, audio-visual equipment, catering where agreed as required) and the organisation of travel and accommodation for overseas conferences for colleagues attending these.
- Provide support for meeting/event/conference organisation (including training and outreach events) and any requirements on the day(s) including registration of those attending etc.
- Maintain, develop or enter any data on relevant databases/spreadsheets used in conjunction with unit activities.
- Provide administrative support for the unit team whennecessary (sickness/holiday cover, project deadlines).
Finance
- Assist in raising purchase orders for relevant activities undertaken.
- Process colleague expenses claims and liaise with Finance for payment of these.
Facilities
- Maintain office equipment (photocopiers, printers etc.) and arrange servicing and repairs when necessary.
- Assist with Health and Safety inspections.
Receptionist Duties
- Manage the reception area of the Health and Lifestyle Research Unit, providing a professional, courteous and effective reception service, responding to enquiries from patients, staff and external visitors to the Unit.
- Ensuring that building access procedures are followed at alltimes. Be aware of safety procedures within the Unit and ensure that in the event of a safety breach or emergency the prescribed procedures are followed, and that the relevant staff are notified.
- Manage the room booking process for rooms within the building, including monitoring usage and ensuring users are aware of the need to conform to all appropriate building access and procedures.
- Ensure that handover to alternative staff during and at the end of the day is carried out in full and according to the appropriate procedures.
- Develop and maintain a network of contacts, knowing who to liaise with on key issues.
Qualifications
GCSE Maths and English (grade C/4 or above) or equivalent
Further educational qualifications / accreditation (ideally related to this role)
Skills
Experience of carrying out a range of administrative tasks, in relation to supporting an organisation?s day to day operational delivery
Experience of delivering excellence in customer service in a front line reception (or similar front of house) environment
Experience of / involvement with / knowledge of accounts (financial) administration (e.g. ordering supplies, financial record keeping, stock control, purchase orders)
Experience of working in an Academic or Higher Education environment
Ability to understand and actively contribute to the advancing of your own knowledge and that of others, with regards to diversity, equality and inclusion
Ability to draft correspondence through good written skills.
Good interpersonal skills and ability to establish good working relationships with both staff and students and a wide range of external agencies
Good oral communication skills, that will enable you to provide engaging support to a variety of visitors to the Institute reception.
IT skills, including knowledge of MS Word, excel and other software applications
Good numerical skills with a methodical approach and attention to detail
Good organisational skills with the ability to balance competing demands and prioritise a varied workload with minimal supervision
Ability to work within a team and contribute to effective team working
Flexible and professional approach to work
The ability to meet UK right to work requirements
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