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Full time.
Open ended.

The closing date for applications is midnight on Wednesday 31 May 2023.
Interviews are expected to take place on Thursday 15 June 2023.

The University will pay an additional pay supplement to spine point 4, 5, 6, 7, 8 and 9 to align with the Scottish Living Wage rates which, with effect from 1st November 2021, equates to £20,405 per annum.

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

The Post

You will be based within the Faculty of Health Sciences and Sport as part of the wider Student and Faculty Operations grouping which brings together faculty-based professional services teams and related central services.

You will be the first point of contact for staff, students, visitors and other key stakeholders and will provide reception duties as required. You will be responsible for delivering a range of services across all activities within the faculty, supporting the student experience and providing assistance to academic staff, students and professional service colleagues.

You will have good communication, organisational and administrative skills to support the day-to-day running of a busy office. The ability to work flexibly and as part of a team in a busy environment is essential.

You will work closely with colleagues across the Faculty as well as others within central professional services teams.

Informal enquiries should be made to Lyana Macinnes, Operations Manager, Faculty of Health Sciences and Sport [email protected]

Description of Duties

• Provide a welcoming, helpful and efficient frontline service to students, staff and other visitors
• Maintain a broad knowledge of Faculty activities and University processes and procedures to manage and signpost enquiries appropriately
• Disseminate internal and external communications as advised by senior colleagues
• Monitor generic email accounts and respond to requests for information in a timely manner
• Process incoming and outgoing mail, organise couriers or other special delivery services as required
• Provide diary support for senior colleagues as required
• Support the organisation of meetings and events by collating availability, confirming dates, booking rooms, arranging catering and AV requirements. Take minutes at nominated committees and working groups
• Maintain the Faculty’s web pages
• Support a range of finance processes as required; raise purchase orders and monitor open purchase orders, book staff travel using University approved systems; process staff and student expenses
• Record and report faults with Faculty space, liaise with Estates and Campus Services on repairs or redecoration
• Monitor stock levels of consumables as required (office or specialist facilities) and ensure appropriate levels are maintained, raising purchase orders as required and seeking guidance from relevant academic/technical staff as necessary
• Maintain an asset register of computing equipment in the Faculty, as required
• Assist with a range of programme and module administrative duties, liaising with Module Co-ordinators and Programme Directors
• Generate and update student FAQs
• Support programme assessment processes including processing extensions requests/late submissions/ in accordance with relevant policies
• Prepare examination papers, ensuring academic staff are aware of marking allocations and deadlines
• Assist with arrangements of examination boards; recording and uploading student marks in accordance with University procedures and deadlines
• Administer student attendance and engagement in line with University policy, identifying and reporting concerns to senior colleagues
• Work with colleagues in Academic Registry to prepare transcript and syllabus information
• Assist with student placement administration on key programmes in line with University and professional body requirements
• Assist with preparations for internal learning and external teaching reviews
• Assist with the collation of module review reports and annual programme monitoring reviews
• Participate in specific projects on behalf of senior academic and professional services colleagues
• Work flexibly and collaboratively, providing administrative support across the Faculty and University; contribute to major events such as open days, graduation, conferences, research week; willingness to work occasional non-standard hours
• Demonstrate a proactive approach to personal development and undertake development in skill areas related to the post
• General office duties, as required, g. collection of mail and management of generic e-mail boxes
• Undertake any other duties and responsibilities, commensurate with the grade of the post, as directed by line manager

Essential Criteria

• Educated to a minimum of Scottish Higher/A level or equivalent, or equivalent professional experience
• Relevant experience working in a busy, customer focused administrative environment
• Experience of using a range of relevant IT packages, particularly Microsoft Office applications
• Good organisational skills and time management skills and ability to prioritise a range of tasks in a fast-paced environment, while maintaining high standards of quality and accuracy
• Creative and positive attitude with a commitment to providing a high-quality service
• Ability to work as part of a team and also independently using initiative
• Good written and oral communication skills and ability to communicate effectively with individuals from a wide range of backgrounds and cultures
• Demonstrable ability to identify problems and propose solutions
• Ability to foster good relationships, using tact and diplomacy when required

Desirable Criteria

• HNC/HND qualification
• Previous experience of working in Higher or Further Education
• Experience of preparing agendas, writing minutes and taking follow up action

About Us

The Faculty of Health Sciences and Sport is at the heart of the University’s sporting and wellbeing life, offering extensive study and research opportunities. Our focus is to make a difference to communities and the people within them, across the world. We focus on delivering excellence in all we do and to make global impact through research, education and practice. We inform policy at national and international levels by ensuringour researchand teaching has impact. Our students develop to become competitive, independent, confident learners and our skilled graduates are global citizens, capable of making a difference wherever they work. We value lifelong learning and education, research-led teaching and an excellent student experience. We aim to make a real difference to the global health and sport industries.

The University

The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe – addressing real issues, providing solutions, and helping to shape society. Stirling is 4th in Scotland and 43rd in the UK for research impact, with 87% of its research having an outstanding or very considerable impact on society – and more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021).

The University of Stirling is ranked among the top 30 UK universities for student satisfaction (National Student Survey) and top 30 in the UK for postgraduate student experience (Postgraduate Taught Experience Survey), and has an overall five-star rating in the QS Stars University Ratings.

More than 17,000 students study with the University of Stirling globally, with over 140 nationalities represented on its scenic central Scotland campus alone. The University – also home to 1,700 staff – is ranked first in the UK and top three in the world for its campus environment (International Student Barometer 2022, wave two). Ranked first in the UK and top five in the world for its sports facilities (International Student Barometer 2022, wave two), Stirling is Scotland's University for Sporting Excellence. Its world-class facilities provide the perfect training environment for the University’s sports scholars – many of whom compete at the highest level, including at the Olympics and Commonwealth Games – and for students, staff, and the wider community.

The University has twice been recognised with a Queen's Anniversary Prize – the first for its Institute for Social Marketing and Health (2014) and the second for its Institute of Aquaculture (2019).

The University is a signatory to the £214 million Stirling and Clackmannanshire City Region Deal and a central partner of the Forth Valley University College Health Partnership.
www.stir.ac.uk @stiruni

Job Reference: FAC01750