Administrative Assistant - Glasgow, United Kingdom - University of Glasgow

University of Glasgow

Verified Company

Glasgow, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

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Description

Job Purpose

We are looking for a motivated, dynamic and proactive person to work as part of a small administrative team within the School of Molecular Biosciences.

The main purpose of the role is to provide administrative support for academics, senior administrative staff, postgraduate research students, research areas and the School in general.

Main Duties & Responsibilities

Work as part of a multifunctional team providing comprehensive administrative support with School research activities, ensuring an excellent level of support is provided to academic staff and students.
Supporting Thematic Theme Directors, Senior Academics and the Head of Professional services (HoPS) with diary management, meeting organisation and general administrative tasks as required.
Support the Senior Administrator with general HR duties, such as progressing manager requests, completing casual worker/GTA appointments and raising staffing requests, ensuring timely progression of posts and ensuring internal records are key up to date and accurate as and when required.
Postgraduate Research Students (PGR Administration including but not limited to)
Responsibility for travel bookings and support for School academic staff ensuring all enquires and bookings are raised with the travel agent in a timely fashion, meet the needs of the traveller and are within budget.
To act as clerk for various School meetings, ensuring that accurate minutes are kept and any follow up actions arising from such meetings are dealt with.
Support the organisation of School ad-hoc events such as away days, conferences, workshops and any other events as required.
As part of the team oversee the School enquires inbox and proactively respond to enquiries in a timely manner, ensuring accurate information is provided and referring any non-standard enquiries to the appropriate channel.
As part of the team act as first point of contact within the administrative office, dealing with School staff and students, providing an effective professional service.
As part of the team oversee the organisation of any catering needs, arranging meetings and room bookings for key academic meetings that take place within the School.
On occasion support the Senior Administrator with general finance duties, such as downloading budget documents from Agresso.
Any other duties as required in support of the School admin team.

Knowledge/Qualifications

Essential:

A1. 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 OR Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3 or equivalent, and experience of personal development in a similar role.

Skills

Essential:
C1. Ability to undertake assigned tasks in a timely manner and to an acceptable 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 and students.
C4. Effective planning, organising and prioritising.
C5. Use of initiative and ability to work with mínimal supervision
C6. Ability to work well under pressure and to tight deadlines.
C7. Excellent attention to detail.
C8. Ability of ensure all tasks are carried through to completion.
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Experience

Essential:

E1 Relevant administrative experience gained through relevant work experience in a busy office environment
E2 Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation.
E3 Experience of clerking meetings and recording concise minutes and actions
E4 Experience of providing PA support to senior colleagues.

Desirable:

F1 Experience within a Higher Education setting, including comprehensive knowledge of administrative and organisational systems.
F2 Experience of using Agresso

Terms and Conditions
Salary will be Grade 4, £22,197 - £24,715 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.

3 A flexible approach to working.