Heriot-Watt University Student Union
Heriot-Watt University Student Union

Charity registered in Scotland SC011949

Current vacancies

Finance Administrator

  • Part time
  • up to £27,000 pro-rata
  • On site: Edinburgh
  • Closing 25th July 2024



We are looking for an experienced Finance Administrator to be part of the team at Heriot Watt Student Union.

The main parts of the role are:

  • Meticulously recording all financial transactions
  • Supporting the handling of income coming in, and invoices being paid
  • Contributing to the production of financial reports and management information
  • Completing finance related tasks as required

This is an ideal role for someone with previous experience of working in a Finance environment with direct or transferable skills, who enjoys being part of a small team and working collaboratively with colleagues to get things done.

The job is part-time, working 25 hours per week, ideally over 5 days. Flexibility is important depending on what we have going on throughout the year (we are busier during term-times).

The role is primarily office based, but we may be able to consider alternatives for the right candidate.


We are Heriot-Watt University Student Union, an independent charity that is run for and by students. We’re based at Riccarton and our main goal is to make sure that Heriot-Watt students have THE BEST TIME whilst studying here. We have a bar, café, nightclub and shop, plus we work with Students to make their time at Heriot-Watt the best it can be.

You’ll join a friendly, hardworking and professional team and have a real opportunity to make a difference.


We’re a charity, so we offer as much as we can…

  • You will be paid up to £19,000 per year (this salary has already been pro-rated to reflect the part-time nature of the role), depending on your experience
  • 28 days paid holiday per year, increasing by a day for every year you work with us, up to 33 days
  • An extra 9 fixed days off per year (we close completely between Christmas and New Year and give you Good Friday and Easter Monday off too)
  • Our organisational culture discourages excessive hours being worked each week, and we try to assist our team to manage their time effectively
  • We give 25% staff discount in all our outlets (some exceptions apply)
  • We offer a company pension
  • You’ll work with a range of different people, from our permanent staff to our casual student team
  • Plus, you’ll get that warm fuzzy feeling inside that you’re helping the students of HW get even more out of studying on campus


  • Once you’ve arrived at the office, grabbed a coffee from our café and settled at your desk, you check your inbox for any finance emails that were sent since you were last in.
  • You have a couple of requests for figures from colleagues, and as these are quick replies you fire them off.
  • The Shop Administrator has queried an invoice received from a supplier, so you look it up on the finance system and let them know the invoice will be paid later that day in the payment run.
  • You check the daily cashing up spreadsheets that were sent through from the Retail and Food & Beverage teams and upload them to the finance system to keep everything up to date.
  • The company credit card statements have arrived, so you arrange them on the spreadsheet template and send to the card holders for reconciliation
  • You will be running the monthly payment run later, so you check for any invoices that have been authorised for payment and scan them into the system, and make sure they are coded correctly.
  • It’s been a productive morning already, so you grab a quick coffee break before settling in to do the payment run. While completing it, you have some thoughts about ways that the process could be improved through digitisation, so you jot down your thoughts and book in some time with the CFO to talk through your suggestions.
  • It’s almost the end of the working day, but before you go you call the secure document shredding company to book in a collection for next week – you’ve got a few bags of old paperwork that are past the retention period so need destroying.
  • You have a last check of your emails and notice our Advice Hub has sent through a hardship payment request for a student – so you make the payment before you go so the student receives the money as soon as possible.
  • You’ve finished for the day – you reflect on what you’ve got through and look forward to what tomorrow may bring!


If you answer yes to these questions, then apply now!

  • Do you have experience working within finance in a small dynamic team?
  • Do you take pride in your work and work to a high level?
  • Are you reliable and enthusiastic?
  • Do you care about delivering high standards for colleagues?
  • Can you balance professionalism with having a sense of humour?

Are you organised?

If you’re not yet sure and want to have an informal chat about the job please contact Fiona Hall, Chief Financial Officer on F.Hall@hw.ac.uk