College Office Executive Assistant - Glasgow, United Kingdom - University of Glasgow

University of Glasgow
University of Glasgow
Verified Company
Glasgow, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

Job Purpose
To provide wide-ranging professional and organisational onsite support to the Head of College and College Senior Management Team with the implementation of College objectives


This will include:

managing the day to day running of the MVLS College Office and forward planning demands; co-ordinating College governance committees and processes; researching and drafting management papers and presentations; interacting with key internal and external contacts; and proactively and independently managing selected projects and processes.

The post holder will report to the College Executive Officer and line manage the MVLS College Office administrative support staff.


Main Duties and Responsibilities

  • As a proactive business partner, work with the Executive Officer to plan and organise workload, including significant forward planning. This will involve planning and organising input from the wider College Senior Management Team and engaging the input of others from across the College/University and externally as appropriate.
  • As agreed with the Executive Officer and other senior colleagues as appropriate, take forward the delivery of actions and projects as agreed, with discretion to act independently where appropriate. This requires the post-holder to establish an excellent knowledge of the College and the wider University and to work closely with colleagues.
  • Proactively and independently contribute to complex projects, often involving multiple stakeholders and University/external offices with conflicting priorities, using judgement and discretion. Securing the input of other colleagues and services from across the University and partner organisations and negotiating and influencing to establish appropriate input.
  • Provide extensive senior committee management services to a range of committees and meetings, including College Management Group. This will involve co-ordinating and drafting agendas, collating and reviewing papers and presentations, drafting minutes and actions, and proactively following up and progressing actions between meetings, all to set deadlines.
  • Research and draft documentation and papers, briefing notes, reports, presentations and speeches across the full spectrum of College business, undertaking background research from appropriate sources, using a broad awareness of the University agenda, and consulting stakeholders as appropriate.
  • Ensure the development and implementation of efficient and effective working practices in the College Office and supervise the work of others. This will involve ensuring administration systems are established, monitored and maintained.
  • Collate and prepare responses to industry and sector surveys and consultations on behalf of the Head of College and the wider College. Work with others to ensure these are logged and managed to deadline, allowing for any necessary internal engagement and approvals.
  • Planning, coordination and delivery of events/guest lectures/visits, regular College communications, and up to date College web pages to showcase the strengths of the College internally/externally.
  • Act as Freedom of Information Officer for the College meeting required timescales for responses.
  • Undertake any other reasonable duties as required by the College Senior Management Team.

Knowledge/Qualifications

Essential

Desirable
B1 Postgraduate degree or qualification in a related area.
B2 Knowledge of University structures and strategic priorities.
B3 Knowledge of national and international Higher Education environment.
B4 Knowledge of General Data Protection Regulation (GDPR) policies and practice.


Skills

Essential
C1 Proven analytical, organisational, planning, problem-solving and time management skills.

C2 Excellent oral and written communication skills with ability to research and write reports for a variety of audiences, and to draft and edit strategic documents with a highly developed eye for detail and accuracy.

C3 Ability to exercise initiative, working proactively and independently to prioritise and progress work.

C4 Excellent interpersonal skills, including the ability to act positively with colleagues at all levels within and outside the organisation.

C5 Ability to use negotiating and influencing skills, with diplomacy, tact and discretion.
C6 Numerate with excellent IT skills and ability to interpret, manipulate, and present data.
C7 Ability to work with diplomacy, efficiently and effectively, in a highly pressured environment.
C8 A high degree of flexibility, including willingness to work extended or irregular hours if required.
C9 Ability to contribute effectively as a member of a team.
C10 Ability to manage, develop and motivate a team.


Experience

Essential
E1 An established track record of in-depth executive support experience in a comparable complex organisation.
E2 Experience of clerking and managing the business of committees and management meetings.
E3 Staff management experien
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