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 provide a proactive and efficient range of administrative support within the School of Infection and Immunity.

Postholder will primarily be involved in supporting senior learning and teaching academics with administrative support and also providing support to 3 newly appointed Thematic Directors within the School.

Postholder will also provide general administrative support to the Head of Professional Services (HoPS) and Admin Team Supervisor by overseeing various tasks, including PGR activities, organising ad hoc events, clerking School meetings (including School Exectuive Group, Athena Swan, Town Halls), generalist support, financial activities and ensuring a flexible, multifunctional admin support for all School academics.

Postholder will provide PA cover, to the Head of School, this will involve overseeing diary management and meeting arrangements.

This is a busy role in a fast paced environment and postholder will require to work proactively and as part of a team, ensuring all enquiries are dealt with efficiently and effectively.

Main Duties and Responsibilities-2. To oversee the teaching support required from senior academics within the School. Being proactive in liaising with academics on the assistance required and providing an efficient and fully supported administrative resource.

Working as part of the team, provide proactive diary management for the Director of School, exercising considerable discretion and knowledge of the University priorities to ensure internal and external appointment are well planned and time is managed effectively.
Working as part of the team, facilitate and co-ordinate meetings on behalf of the Director, ensuring all necessary pre-meeting arrangements are in place (eg booking venue, arranging zoom links, advance preparation and distribution of papers).
To act as clerk for various School meetings, including School Executive Group, Athena Swan, Health and Safety, Town Hall meetings and any other ad hoc meetings. Ensuring that accurate minutes are kept and any follow up actions arising from such meetings are dealt with.
Be responsible for managing and organising ad hoc events such as research away days, conferences, workshops, PGR poster days, and any other events as required.
To support the collation of data around budget spent, access charges, animal licenses and other expenditure. To support the main Financial Administrator and the Building Managers at the end of the financial year with balancing the School general funds spend.
As part of the team, oversee the School enquiries 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.
To work closely within the School admin team, communicating effectively with HoPS and line manager and provide all round administrative cover as and when required.
Any other duties as required in support of the School admin team.

If you do not address each criteria in

the

format

explained above

you will not be shortlisted for interview.

Knowledge/Qualifications

Essential
A1.

Scottish Credit and qualification Framework level 7 (Advanced Higher/Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

A2. Strong IT knowledge and skills, in particular using Teams, Outlook and Word.
A3. Knowledge of electronic diary management.

Desirable
B1. Knowledge of University management systems, eg Agresso, MyCampus, Ivanti

Skills

Essential
C1.

Excellent organisational and time management skills and an ability to manage and prioritise a busy workload calmly and methodically to ensure that deadlines are met.

C2. Excellent written and oral communication skills
C3. Excellent interpersonal skills (in person, by telephone, in video call or in written form) and strong customer service orientation using tact, diplomacy, discretion and confidentiality as appropriate
C4. Proven analytical, problem solving and client need interpretation skills.
C5. Ability to cultivate, build and maintain excellent relationships, influencing colleagues as required
C6. Able to work with mínimal supervision and as part of a team.
C7. Able to work proactively, multi-task and to use initiative.
C8. Flexibility and willingness to adapt to changes.
C9. Excellent attention to detail, ensuring accuracy in all actions and data processing.
C10.

Ability to providing accurate and up to date advice and guidance on processes and ensuring senior colleagues take appropriate actions.

C11. Ability to co-ordinate a range of activities and to forward plan over a period of up to 12 weeks.

Desirable
D1. Knowledge of University policies and procedures

Experience

Essential
E1 Relevant administrative experience gained through relevant work experience in a busy office environment.
E2 Experience of manag