Administrative Assistant - Glasgow, United Kingdom - University of Glasgow

University of Glasgow

Verified Company

Glasgow, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Purpose
To act as Senior Administrator for the Professor of Healthy Working Lives Group (HWLG).

Directly responsible to the Head of HWLG on a day-to-day basis, specifically in the development of CPD courses, management of budgets and resources.

Responsible for the supervision of administration staff within the group and for the provision of direct support to the Head/ Deputy Head and Research staff of the Group.

Main Duties and Responsibilities-2\. Essential administrative and organisational management duties on the behalf of the Deputy Head of HWLG, Research Staff, and Honorary Staff where appropriate.
3\.

Responsible for electronic diary management, arranging meeting dates and venues or online platforms (Zoom, Teams, etc) identify and resolve any diary clashes.

Forward planning to ensure all arrangements have been made.
4\. Responsible for complex travel arrangements. Frequently book national and international travel
5\. Responsible for all financial records and budgets relating to this self-financing group. To carry out monthly monitoring of Research Group expenditure and advise/liaise with Head of HWLG.
6\. To create and maintain a financial system to monitor all income and expenditure within the group. To advise staff on budget centre queries; process claims, invoices, etc in line with existing Research Group/University procedures.
8\.

Responsible for management and personal development of HWLG professional and support staff including monitoring annual leave and workload to ensure effective administrative support is provided.

9\.

To assist with appointment of staff utilising the e-recruitment system ensuring that correct procedures are adhered to, and actively contributing to person specification, job description and short listing where appropriate.

10\.

Required to act as development lead and coordinator of the digital development aspect of the HWLG learning and teaching courses.

This includes allocating tasks according to specialism, managing feedback and review processes, and overseeing quality testing and participant engagement.
11\.

Responsible for the continuation and development of HWLG's Education/Continuing Professional Development (CPD) Programme including the development in Occupational Medicine and Diploma in Occupational Health Practice courses.

12\.

Provide supervision and guidance to professional and support staff, carrying out the requirements of Performance & Development Review, encouraging personal professional development where appropriate and to ensure the necessary development and support is in place.

13\.

Lead and maintain the marketing and promotion of the group's research and teaching activities including management of online engagement and HWLG web presence.

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 through personal development and progression in a similar related role(s), or, Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.

A2. Knowledge and understanding of University financial systems including developing and maintaining budget spreadsheet particularly within a Higher Education setting.
A3. High level of IT skills, including experience of Word and Excel

Desirable
B1. Experience of the University finance software (Agresso)
B2. Further administrative, finance or management qualification or training

Skills

Essential
C1. Excellent financial management skills
C2. Excellent communication skills, both oral and written.
C3. Excellent interpersonal and negotiating skills.
C4. Excellent analytical and problem-solving skills.
C5. Ability to work independently assessing priorities and managing own and others workloads effectively.
C6. Excellent organisational skills and co-ordinating skills and ability to prioritise work, and meet deadlines.
C7. Ability to remain calm under pressure, while maintaining a high level of accuracy.
C8.

Flexible, committed, reliable and enthusiastic approach to work with ability to work as part of a team with staff at all levels including ability to maintain confidentiality.

C9. Excellent IT skills and proficient in the use of Microsoft Office, Outlook, Zoom and Teams.

Experience

Essential
E1. Experience of providing high-level administrative support in an academic or research environment
E2. Experience of managing staff
E3. Experience in financial administration

Desirable
F1. Experience of administration in a Higher Education setting is desirable.
F2. Experience of using social media and/or web platforms, eg T4

Terms and Conditions
Salary will be Grade 6, £31,502 - £35,308 per annum pro rata.
This post is part-time (30 hours per week), and open ended with funding available for up to 6 months in the