Business Support 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 efficient administrative support to the department in various areas including finance, human resources, diary and event management, operational support, and enquiry management.

You will be responsible for ensuring the smooth running of day-to-day operations, handling internal and external queries, and maintaining a high level of customer service.

Main Duties and Responsibilities
Act as the primary point of contact for all finance and procurement activities. This will include processing purchase orders, invoices, and expenses, and liaising with suppliers to resolve any issues that arise. Ensure compliance with the University's financial and procurement regulations.
Provide administrative support for HR activities.

This will include recording sickness absence, processing timesheets, and supporting the recruitment process for new staff and extended workforce members.

Manage the diary of the leadership team, scheduling appointments, and meetings. Book rooms and issue invitations, and reminders as necessary.

Provide meeting support, preparing agendas and papers, taking accurate and concise notes, and ensuring all key actions are followed up.

Act as the main point of contact for all Facilities enquiries.

Report faults and liaise with internal colleagues and Estates and Commercial Services to resolve issues and ensure that all maintenance work is carried out on time and with mínimal disruption.

Manage the department's inbox, responding to queries, and escalating issues as necessary. Ensure that all communications are dealt with promptly and efficiently.
Provide project support, assisting with the creation and maintenance of shared project documentation.

Support the smooth operation of the department by coordinating stationary orders, confidential waste collections, internal mail distribution, organization of travel, key card access, deliveries, and maintaining electronic/paper filing systems.

Contribute to the maintenance of departmental webpages, ensuring that they are up to date and accurate.
Undertake training and any other duties commensurate with the role and grade as required.

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 in a similar role, or, Scottish Credit and Qualification Framework level (National 5 or 6, Scottish Vocational Qualification level 2 or 3, or equivalent, and experience of personal development in a similar role.
A2 Strong knowledge of IT packages, including Word, Excel and Outlook.
Desirable
B1 Knowledge and understanding financial processes and systems.
Skills
Essential
C1 Effective IT and numeracy skills.
C2 Ability to plan, organise and prioritise a large workload without supervision.
C3 Good interpersonal and communication skills.
C4 Excellent customer service skills.
C5 Initiative and judgement to resolve problems independently.
C6 Ability to multitask and pay attention to detail.
C7 Well-developed analytical and problem-solving capability.
C8 Able to work both independently and as part of a team.
C9 Able to work flexibly and demonstrate a positive and enthusiastic approach.
Experience
Essential
E1 Experience working in a similar role in busy office environment with a good understanding of administrative systems.
E2 Experience of planning and prioritising own workload effectively to meet tight deadlines.
Desirable
F1 Experience in use of Agresso or similar financial system.
F2 Experience of using a call management or CRM system.

Dimensions

The Registry is a busy service that supports the entire student lifecycle, from registration all the way through to graduation.

Our team comprises over 30 members who support a diverse and varied portfolio of important functions across the academic year.

Our stakeholders include students, academic schools, other service departments, and external organizations.

As a Business Support Assistant, you will play a vital role in ensuring the Registry's smooth operation by providing essential assistance to the team in financial, administrative, and operational matters.

Job Features
Planning and Organising
Plan and organize your workload effectively and efficiently on a daily, weekly, and long-term basis without supervision. This will require good time management skills to address competing priorities and meet tight deadlines.
Prioritize tasks, communicate progress updates, and take a proactive approach to problem-solving.
Decision Making
Handle issues independently as they arise and make informed decisions about planning your workload effectively.
Proactively respond to changing issues and priorities, adjusting your approach as necessary to ensure optimal results.
Initiate cyclical tasks, demonstrating a strong sense of ownership and accountability for your work
Internal/External Relationships
Develop and maintain