Undergraduate Medical School Office 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

As an assistant administrator you will be flexible to work across a variety of administrative activities in support of the G5 Administrator, the Head of Professional Services (HoPS), the Head of School (HoS), and other senior academics.

Main Duties and Responsibilities

Providing PA support, duties such as diary management, meeting organisation and administration (including minute taking), arranging travel etc. This will be in support of the HoS, HoPS and senior academics.
Together with the G5 administrator, managing all secretarial duties around fitness to practise (FtP). These include minute taking confidential FtP meetings that can deal with challenging issues. Displaying excellent attention to detail and accuracy with minute taking and displaying the ability to summarise and edit efficiently. Supporting other secretarial aspects such as appointment management, letter writing, arranging FtP panels etc.
Assist with general administration duties involving information gathering, data input and collation across a range of administrative and financial activities.
Assisting with the circulation of communications as required on behalf of the HoPS, HoS, and senior academics.
Assisting with the creation of a School newsletter and dedicated School SharePoint site to house information and ensuring the gathering of information and ongoing maintenance of these resources.
Reception duties - being the first point of enquiry for visitors.
Assisting with the organisation and administration of a range of committee meetings, as required. In particular supporting activities related to equality & diversity and inclusion.
Assisting with event organisation across a range of school activities.
Undertake any other relevant administrative duties as reasonably requested by the G5 Administrator and Head of Professional Services.

Knowledge, Qualifications, Skills, and Experience

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 role(s).

Scottish Credit and Qualification Framework level 7 (SVQ level 2/3, HNC) or equivalent, and experience of professional development in a similar role.

Desirable:

B1 Knowledge of University core business systems such as MyCampus, agresso and T4.

Skills

Essential:

C1 Good interpersonal and communication skills, including tact, diplomacy, and discretion.
C2 Proficient in the use MS Office (Word, Excel, Outlook).
C3 Ability to plan and prioritise tasks across a range of administrative activities.
C4 Ability to work accurately, with high attention to detail. In particular with minute taking capturing, summarising, and editing relevant information in an efficient manner.
C5 Ability to work independently and as well as part of a team.
C6 Demonstrate a proactive approach to problem solving.
C7 Flexibility to work across and prioritise a range of tasks.

Experience

Essential:

E1 Administration experience.
E2 Experience of managing workloads in a timely manner to ensure that weekly, monthly, and annual deadlines are met.

Desirable
F1 Experience of diary management.
F2 Experience of event organisation.
The post holder's primary base will be the Wolfson Medical School Building.

Terms and Conditions
Salary will be Grade 4, £22,681 - £25,138 per annum.
This post is full time (35 hours per week) and open ended.

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.