Executive Support Assistant to Head of School - Glasgow, United Kingdom - University of Glasgow

University of Glasgow

Verified Company

Glasgow, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Purpose

To efficiently and effectively support the Head of School(s) in the College of Arts and Humanities by providing a focused and professionally robust administrative service.

Acting as a professional representative of the HoS with internal and external contacts and key stakeholders.

Main Duties and Responsibilities

Provide executive support to the Head of School, supporting them in a variety of tasks including diary management, meeting schedules, preparing agendas and papers for meetings and clerk meetings and arranging hospitality as required.
To work on own initiative, dealing with a wide range of complex processes and devise solutions based on experience and judgement, ensuring a high level of customer service at all time, often dealing with confidential and sensitive information.
Ensure that University and College policies and procedures are adhered to at all times.
Managing files and other information. Develop and maintain a fit-for-purpose electronic/paper filing system. Ensure efficient filing process and organisation.
Organise travel arrangements, liaising with them to book appropriate travel and accommodation arrangements as and when required. For external meetings, prepare the itinerary for travel.
Work with HR systems and staff as required
Assist the Head(s) of School in collecting and collating information.
Determine short and longer term priorities, planning and scheduling workload to ensure operational efficiency and adherence to deadlines.
Assist and undertake any other administrative procedures supporting the work of the Head(s) of School.

Knowledge, Qualifications, Skills and Experience

Knowledge /Qualifications

Essential:

A1 Scottish Credit and Qualification Framework level 7 (Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent - one of which must be in English.

Desirable:

B1 ECDL qualification.
B2 Wide knowledge of the working procedures and requirements within the University.

Skills

Essential:

C1 Excellent interpersonal skills with proven ability to represent senior management in a polite, professional and effective manner.
C2 Excellent administrative and secretarial skills necessary to carry out duties.
C3 Ability to work independently and organise own daily workload without supervision.
C4 Exercise initiative, discretion and maintain confidentiality at all times.
C5 Resilient and able to adapt to frequent change.
C6 Excellent written and oral communication skills.

C7 Excellent IT skills and proficient in the use of Microsoft Office and Outlook, including the use of Excel, Word and PowerPoint.

C8 Ability to handle and prioritise diverse tasks, meeting tight schedules while providing a consistently positive and responsive service.
C9 Ability to discharge personal responsibilities in a self-sufficient manner while successfully working as part of a small team.

C10 Ability to act calmly and methodically in a fast-paced and pressurised environment and to willingly provide cover within the team where necessary.

Experience

Essential:

E1 Sufficient, relevant experience with appropriate qualifications OR substantial, relevant experience without qualifications, including experience of general administration and running an office, dealing with correspondence and liaising with staff both internal and external.

E3 Experience in managing a busy electronic diary and prioritising meetings.
E5 Experience in clerking meetings and recording concise minutes and actions.

Terms and Conditions
Salary will be Grade 5, £25,138 - £29,605 per annum pro rata.
This post is part time (17.5 hours per week) and fixed term until 20September 2024 in the first instance.

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.