Administrative Assistant - Stirling, United Kingdom - University of Stirling

University of Stirling

Verified Company

Stirling, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Post Details
Full time.
Open ended.

Interviews dates are to be confirmed.

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 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.

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
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 Coordinators 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 nonstandard hours
Demonstrate a proactive approach to personal development and undertake development in skill areas related to the post
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
Good organisational skills and time management skills and ability to prioritise a range of tasks in a fastpaced environment, while maintaining high standards of quality and accuracy
Creative and positive attitude with a commitment to providing a highquality service
Ability to work as part of a team and also independently using initiative
Good writte