Administrative Assistant Glasgow, Scotland
University of Glasgow
Full Time
Glasgow, Scotland
22681 - 25138 GBP ANNUAL Today
Job description
Job Purpose
To provide an effective and proactive range of administrative support within the School of Infection and Immunity. Postholder will provide general administrative support to the Head of Professional Services (HoPS) and Deputy HoPS by working in a multidisciplinary team to support all School administrative functions including clerking meetings, event organisation, PGR support, PA cover and dealing with routine enquiries.
Main Duties and Responsibilities
1. Working as part of a multifunctional team, assist in the provision of administration support for the day to day general administrative tasks in support of academics, eg monitoring of enquiries inbox, room bookings, processing expenses, travel and accommodation arrangements, placing order requests, maintain building email distribution list.
2. Be responsible for managing and organising School events, such as Away Days, Open Days, PGR poster days and any other relevant events, overseeing arrangements such as room bookings, catering and attendance to ensure events run smoothly.
3. To act as clerk for various School meetings, including Athena Swan, Health and Safety, Town Hall meetings and any other ad hoc meetings, ensuring timely organisation and circulation of invites and paperwork. Preparation of accurate minutes and ensuring that any follow up actions arising from such meetings are dealt with.
4. Be responsible for effective administrative support of PGR activities such as overseeing applications, updating decisions on MyCampus, managing viva arrangements, Tier 4 compliance checks, financial aid administration, participating in PGR meetings and ensuring all local records and trackers are maintained.
5. Manage and effectively co-ordinate the annual progress review process for PGR students, and ensure that the database is accurate, and completed within timeframes.
6. To assist with the teaching support required from senior academics within the School. Being proactive in liaising with academics on the assistance required and providing an efficient and fully supported administrative resource.
7. Providing administrative support with HR activities within the School such as affiliate appointments, organising appointment panels, progressing manager requests as instructed
8. Providing PA support to Head of School or Thematic Directors as required.
9. To undertake any other relevant administrative support as requested by the Deputy HoPS or Head of PS.
Please ensure that you address each criteria below individually in your cover letter, point-by-point. Applications that do not address all essential criteria will be unable to be considered for interview.
Knowledge/Qualifications
Essential:
A1. Scottish Credit and Qualification framework level 5 or 6 (national 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent including English
A2. Up to date knowledge of Microsoft Office Packages. including Word, Excel and Outlook.
Desirable:
B1. Knowledge of University systems eg MyCampus, Agresso, TAP, Ivanti
B2. Knowledge and understanding of Higher Education structures, policy, practices and procedures
Skills
Essential:
C1. Ability to undertake assigned tasks in a timely manner and to a high standard.
C2. Ability to work flexibly and as part of a team, working with others to share workload and complete
tasks.
C3. Ability to communicate clearly, clarifying requirements, responding to colleagues, academics and students.
C4. Good written and verbal communication and people skills [tact, diplomacy, discretion, assertiveness and ability to handle difficult customers etc.]
C5. Effective planning, organising and prioritising skills.
C6. Use of initiative and ability to work with minimal supervision
C7. Ability to work well under pressure and to tight deadlines.
C8. Excellent attention to detail.
C9. Ability to adapt to new 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. Experience of working effectively in a team environment.
E3. Experience of multi–tasking, using own initiative and being customer orientated
E4. Experience of providing excellent administrative support.
Desirable:
F1. Experience of working in a Higher Education setting
F2. Experience of student administration.
F3. Experience of event organisation.
Further Enquiries
For further enquiries on this post may be directed to Dawn Mylet via email [email protected].
Terms and Conditions
Salary will be Grade 4, £22,681 - £25,138 per annum.
This post is full time (35 hours per week) and is fixed term to cover maternity leave for up to 12 months or until the substantive post holder returns.
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.
