Administrative Assistant - Glasgow, United Kingdom - University of Glasgow

University of Glasgow

Verified Company

Glasgow, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Purpose
To provide an effective and proactive range of administrative support within the School of Infection and Immunity.

Postholder will provide general administrative support to the Head of Professional Services (HoPS) and Admin Team Supervisor by working in a multidisciplinary team to support all School administrative functions including clerking meetings, event organisation, PGR support, PA cover and dealing with routine enquiries.

Main Duties and Responsibilities-2. Be responsible for managing and organising School events, such as Away Days, Open Days, PGR poster days and any other relevant events, overseeing arrangements such as room bookings, catering and attendance to ensure events run smoothly.

To act as clerk for various School meetings, including Athena Swan, Health and Safety, Town Hall meetings and any other ad hoc meetings, ensuring timely organisation and circulation of invites and paperwork. Preparation of accurate minutes and ensuring that any follow up actions arising from such meetings are dealt with.
Manage and effectively co-ordinate the annual progress review process for PGR students, and ensure that the database is accurate, and completed within timeframes.
To assist with 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.
Providing administrative support with HR activities within the School such as affiliate appointments, organising appointment panels, progressing manager requests as instructed
Providing PA support to Head of School or Thematic Directors as required.
To undertake any other relevant administrative support as requested by the Admin Team Supervisor or Head of Professional Services.

Please ensure that you address each criteria below individually in your cover letter, point-by-point. Applications that do not address all essential criteria will be unable to be considered for interview.

Knowledge/Qualifications

Essential
A1. Scottish Credit and Qualification framework level 5 or 6 (national 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent including English
A2. Up to date knowledge of Microsoft Office Packages. including Word, Excel and Outlook.

Desirable
B1. Knowledge of University systems eg MyCampus, Agresso, TAP, Ivanti
B2. Knowledge and understanding of Higher Education structures, policy, practices and procedures

Skills

Essential
C1 Ability to undertake assigned tasks in a timely manner and to a high standard.

C2 Ability to work flexibly and as part of a team, working with others to share workload and complete tasks.

C3. Ability to communicate clearly, clarifying requirements, responding to colleagues, academics and students.
C4. Good written and verbal communication and people skills [tact, diplomacy, discretion, assertiveness and ability to handle difficult customers etc.]
C5. Effective planning, organising and prioritising skills.
C6. Use of initiative and ability to work with mínimal supervision
C7. Ability to work well under pressure and to tight deadlines.
C8. Excellent attention to detail.
C9. Ability to adapt to new systems.

Experience

Essential
E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role
E2 Experience of working effectively in a team environment.
E3 Experience of multi-tasking, using own initiative and being customer orientated
E4. Experience of providing excellent administrative support.

Desirable
F1. Experience of working in a Higher Education setting
F2. Experience of student administration.
F2. Experience of event organisation.

Further Enquiries
This post is full time (35 hours per week) and is offered on an open ended basis.
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Terms and Conditions
Salary will be Grade 4, £22,197 - £24,715 per annum.
This post is full time 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.