Administrative Assistant Glasgow, Scotland
University of Glasgow
Full Time
Glasgow, Scotland
23715 - 27929 GBP ANNUAL Today
Job description
Job Purpose
To provide administrative support to the Bachelor of Nursing (Hons) Degree programme - staff and students, working with minimum supervision to ensure the smooth running of the undergraduate programme.
Main Duties and Responsibilities
1.Provide administrative support to the undergraduate programme staff and students, working with minimum supervision to ensure the smooth running of the programme. Liaise with guest lecturers, External Examiners and students involved in the Bachelor of Nursing (Hons) Degree programme.
2. Act as the first point of contact for undergraduate students with all enquiries, arranging meetings as appropriate with Year/Programme Leaders.
3. Liaise directly with Glasgow Caledonian University regarding clinical placements for all BN students and upload students' placement details onto MyCampus. Organise extraordinary placements for repeat/returning students.
4. Ensure that course and programme handbooks, and other appropriate documentation, is updated/formatted annually, prepare examination papers and spreadsheets of students' results prior to Exam Board meetings and maintain up-to-date student lists.
5. Take responsibility as lead timetabler for Nursing & Health Care for on-line administration of Central Room Bookings using CMIS, liaising with the Central Timetabling Team directly re teaching space. Also responsible for booking local rooms within the School.
6.Ensure that students are briefed on all matters relating to lectures, assignments and clinical placements, Advise all lecturers on matters relevant to their course programme, Distribute timetables and check for any amendments/updates. Update Moodie sites to ensure all teaching material is published.
7.Ensure that all NHS Mentors supervising clinical placements are aware of student's details and any other factors relevant to the student's workload/placement. Responsible for updating and preparation of clinical assessment books and mentor handbooks. Liaise with students at all times on any matter relating to their placement, including dealing with unforeseen circumstances such as illness, travel problems, etc., contacting the Placement Co-ordinator at Glasgow Caledonian University to reorganise the student's placement or dates of placement.
8. Clerk the Undergraduate StudenUStaff meetings (3 per year), Undergraduate Teaching Meetings (12 per year) and BN Exam Boards (as required), including progression of actions. Undertake minute taking and agenda preparation within the school as required.
9. Responsible for the organisation of all aspects of graduation for UG and PGT students, including ordering staff gowns and hoods.
10. Administrative Lead responsible for website and, using T4 system, identify areas where improvements could be made, update out-of date information and, using initiative, consider opportunities to actively promote programme and Nursing & Health Care School.
11.Internationalisation: Provide administrative support to ensure visibility of our programmes, courses and scholarships on the Nursing & Health Care webpages, with ongoing updates, to ensure that applicants have the relevant up to-date information to encourage application.
12 Study Abroad and Student Exchange: Provide administrative support for these initiatives to encourage application from students to study elements of the UG programme, liaising with RIO.
13 Deputy for departmental purchasing via Agresso input, requisitioning, purchase orders, journal transfers, GRN, credit card purchases and enquiries.
14 Cover for other support posts in the school as required e.g. during particularly busy periods or absence through sickness or annual leave.
Knowledge, Qualifications, Skills and Experience
Knowledge/Qualifications
Essential
A1 Scottish Credit and Qualification Framework Level 7 [Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate] or equivalent, and experience of personal development in a similar role
Desirable:
B1 Knowledge and understanding of the University structures, policy, practices and procedures
Skills
Essential:
C1 Excellent IT skills including Word, Excel and databases, preferably Microsoft Office
C2 Ability to prepare/provide written reports, collate information/data and summarise
C3 Ability to plan and prioritise workload
C4 Ability to use initiative, multi-task, problem solve and pay attention to detail
CS Ability to work independently, managing own workload effectively and also function as part of a team
C6 Excellent communication skills, both verbal and written, and highly developed and proven interpersonal skills
Experience
Essential:
E1 Sufficient years experience of working in a relevant role with above qualifications OR evidence of progression and development gained through several years relevant work experience
E2 Clerking committees and minute taking
Desirable:
F1 Knowledge of University systems: MyCampus, CMIS, T4, Moodie 2, Agresso
Terms and Conditions
Salary will be Grade 5, £23,715 - £27,929 per annum.
This post is full time and fixed term for up to
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.
