administrative assistant Glasgow, Scotland
Job description
Job Purpose
In conjunction with the other School course administrators, to provide comprehensive administrative support to academic staff and students for the efficient operation of Learning and Teaching within the School of Modern Languages & Cultures (SMLC) To work towards continuous improvement and harmonisation of administrative process across the SMLC.
Main Duties and Responsibilities
1. Support EAS Course Directors and teaching staff in all aspects of the administration and teaching of EAS courses. Deliver an effective range of administrative and customer service including maintaining student records on MyCampus, allocating students to classes, enrolling students, processing student applications and assisting with student registration enquiries.
2. First point of contact for pre-sessional English students; liaising with academic colleagues, Advisers of Studies, other University subject areas and external examiners where required to manage queries and resolve issues with minimal supervision.
3. Manage all pre-course administration to ensure timely and efficient running of the course and to enhance the student experience. This will include organising student induction days, preparing course and tutor handboooks, set up of course spreadsheets and Moodle sites, managing all room bookings and timetabling for the Pre-sessional English Programme on the University's Central Room Bookings system and input to MyCampus via class scheduling component, ensuring correct size of rooms and any other facilities required for the programme taking into account tutorial group sizes, numbers and disability issues.
4. Support the Head of School Administration and EAS Management in course planning, staff recruitment and planning of tutor induction days.
5. Ensure that student applications received via MyCampus are processed in a timely manner and in accordance with University policy and procedures and current UK visa legislation. This will include responsibility for preparing and interpreting/analysing data including CAS (Confirmation of Acceptance of Studies), assessing applications, assessing student's academic progression, reviewing new document uploads for International applicants using MyCampus.
6. Support the financial aid process to add aid and fee waivers to student records using MyCampus and resolve any queries relating to Financial Aid.
7. Monitor and review SMLC web pages to ensure accuracy of information and update as required.
8. Liaise with service departments across the University and external organisations as appropriate to expedite the workings of SMLC. This may include arranging travel and accommodation for staff and visiting speakers.
9. Ensuring an effective channel of communication with students by providing accurate and useful information for prospective and current students and staff by reviewing and updating marketing materials, Moodle sites and notice boards; maintaining circulation lists for group email. Receive and respond to complex enquiries to conclusion by phone, email, Supportworks and Ivanti.
10. Liaise with other secretarial/administrative members of the support team within SMLC in order to create and manage standardised procedures and implement best practice across SMLC. Participate in appropriate continuing professional development in order to increase the skills base of the team.
11. Employ University procedures in relation to the confidentiality of personal data relating to staff and students.
12. Contribute to the delivery of an excellent level of administrative support for staff and students across the School, supporting colleagues in the SMLC admin team and undertaking other administrative duties in support of the School's learning, teaching and research aims as requested by the Head of School, Head of School Administration and Programme Directors.
Knowledge, Qualifications, Skills and Experience
Knowledge/Qualifications
Essential:
A1 SCQF Level 5 (National 5 or 6, SVQ Level 2/3) in secretarial or administration and English or equivalent.
A2 Demonstrable knowledge of matters relating to visas for study purposes.
A3 Demonstrable knowledge of cultural differences for learners from a wide range of backgrounds.
Skills
Essential:
C1 Excellent organisational, communication and IT skills.
C2 Good interpersonal skills and telephone manner marked by tact, diplomacy and discretion. C3 Ability to work proactively, multi-task and to use initiative and judgement to resolve problems independently when possible and appropriate.
C4 Ability to prioritise work load and work independently with minimum supervision while also being able to work as a member of the team.
C5 Ability to work under pressure and to tight deadlines.
C6 Attention to detail.
C7 Effective and clear written and oral communication skills
Desirable:
D1 Practical experience of MyCampus, CMIS and other University of Glasgow IT based systems.
Experience
Essential:
E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.
E2 Proven experience of problem solving, planning, organising and setting priorities.
Desirable:
F1 Previous experience of working in a Higher or Further Education environment.
F2 Experience of working with students, including international students.
Terms and Conditions
Salary will be Grade 4, £22,681 - £25,138 per annum.
This post is full time and open ended.
As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.
As a valued member of our team, you can expect:
1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.
2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension, benefits and discount packages.
3 A flexible approach to working.
4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University.
We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community here.
We endorse the principles of Athena Swan and hold bronze, silver and gold awards across the University.
We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.
