Administrative Assistant Glasgow, Scotland
University of Glasgow
Full Time
Glasgow, Scotland
21828 - 22681 GBP ANNUAL Today
Job description
Job Purpose
To provide comprehensive clerical/secretarial support across the administration of the School of Veterinary Medicine.
Main Duties and Responsibilities
1. To assist with the provision of clerical/secretarial support to the School administration, including academic, clinical, administrative and other staff grades within the School by; typing correspondence, preparing documents for publishing on the School web page, filing, photocopying, diary management and other general associated duties.
2. Responding to both telephone and personal enquires and processing them to conclusion; answering those within personal competencies and redirecting others to the appropriate personnel.
3. To assist in the support for financial management; requisitioning, journal entries, related administrative tasks and other financial duties as required.
4. Assist in the handling of mail through distribution, co-ordinating both outgoing and incoming mail/parcels and liaising with commercial courier companies; logging of mail as appropriate.
5. Meet and greet visitors to the School/Division/Unit and liaise with the appropriate staff member receiving the visitor. When necessary arranging transport upon their departure.
6. Responsible for the co-ordination of routine maintenance of office equipment, e.g. photocopier, printers and ensuring that they contain adequate supplies of paper.
7. Maintain stationery and office supplies for the divisions/units.
8. To assist with the central room bookings function as required.
9. To ensure that the various meeting rooms are maintained, and water and beverage machines are well stocked.
10. To ensure that the kitchen areas are maintained and cleaning supplies well stocked.
11. To assist with stocking and selling Vet School Merchandise.
12. Maintain and Upload Information for the School and Student Events to the OneLan system. 13. Undertake other duties as may be required by the Head of Administration.
Knowledge, Qualifications, Skills and Experience
Knowledge/Qualifications
Essential:
A1 Scottish Credit and Qualification Framework level 4 in English and Mathematics (National 4) or equivalent, and some experience of working in a similar role.
Skills
Essential:
C1 Good communication skills, including courteous and efficient telephone manner.
C2 Strong IT skills, including Word, Excel, Outlook. C3 Tact, diplomacy, discretion and confidentiality.
C4 Excellent organisational skills along with an ability to organise and prioritise workload. C5 Ability to use initiative and work with minimal supervision.
C6 Ability to work to tight deadlines. C7 Positive and enthusiastic approach.
C8 Ability and flexibility to work both independently and as part of a team.
Desirable:
D1 Ability to use University specific systems, including MyCampus, Moodle and T4.
D2 Experience of mailbox and diary management
Experience
Essential:
E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post gained through working in a similar role.
Desirable:
F1 A general knowledge of the School’s structure, policies and procedures. F2 An awareness of issues in the HE sector and veterinary profession.
Terms and Conditions
Salary will be Grade 3, £21,828 - £22,681 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 - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, 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 https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.
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 https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.
We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ 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.
