Administrative Officer - Glasgow, United Kingdom - University of Glasgow

Description

Job Purpose

To jointly oversee the operations of the Office of the Vice Principals (OVP) and ensure the smooth running of the Vice Principals' schedules.

To manage all information received by the OVP from a variety of sources.
To develop and implement the OVP administrative processes and policies by applying professional expertise and up-to-date best practice. Main Duties and Responsibilities 1.

Provide dedicated administrative support primarily to the Vice Principal Economic Development and Innovation/Deputy Chief Operating Officer, but with flexibility to support other members of Senior Management Group, as and when necessary.

Proactively liaise with other University offices and access relevant information and business systems to prepare data and develop activities associated with their strategic brief.

3.

Manage and coordinate complex and continually changing schedule for the Vice Principal Economic Development and Innovation/Deputy COO and others as necessary, and maintain efficient systems.

Liaise with the Principal's Office on a regular basis to advise on availability of Vice Principals to ensure appropriate cover for the Principal.4.

Proactively and independently clerk a number of senior level committees chaired by the Vice Principals / other senior managers.

Ensure the progress of committee business by producing agendas, papers and minutes timeously and driving action between meetings, many of which take place on a monthly basis.

Draft reports and papers as required.5. Monitor and report on OVP budgets. Act as Purchasing Officer for the Vice Principals' Office budgets using the University's financial systems.6.

Develop and implement processes and policy that support the operation of the Vice Principals' office, including diary, travel and event management, committee administration, financial and other administrative support, in line with University policies and procedures.

Continuous improvement of office processes in consultation with other University offices. Provide training on office processes and policy to new staff in the office.7. Plan and coordinate significant events which showcase the University / promote collaborations as required.8. Any other relevant duties as required by the Vice Principals' Office.

Knowledge, Qualifications, Skills and Experience Knowledge/Qualifications Essential: A1 Ability to demonstrate the competencies necessary for the role/grade through experience and development or, SCQF Level 8 (SVQ4, HND) coupled with experience.
A2 Wide knowledge of University structures, policies and procedures.

Desirable: B1 Wide knowledge of the HE environment, and of the individual Vice Principals' strategic portfolios

Skills Essential: C1 Excellent planning and organisational skills.
C2 Ability to work independently and proactively, problem solve and manage tight deadlines.
C3 Proven ability to develop and provide strong customer service to a range of stakeholders.
C4 Highly developed and proven interpersonal skills including tact and diplomacy.

C5 Ability to manage a large volume of strategically important information and act with discretion and confidentiality with information that has institutional-level implications.

C6 Excellent oral and written communication skills.
C7 Commitment to continuous improvement.
C8 Ability to work accurately under pressure.
C9 Knowledge and understanding of administrative record management systems.
C10 Excellent IT and administrative skills necessary to carry out duties, including knowledge of Teams and SharePoint.
C11 Ability to extract and present data from information systems.
C11 High standard of English and ability to write reports and letters for a variety of audiences.

Experience Essential: E1 Experience of interacting with confidence and professionalism with internal and external colleagues and partners at the highest level.
E2 Demonstrable experience of developing and implementing administrative systems.
E3 Experience of process improvement.
E4 Significant experience of clerking senior level committees.
E5 Experience of implementing and interpreting University regulations and providing advice and guidance to staff and students. Terms and Conditions Salary will be Grade 6, £32,332 - £36,024 per annum. This post is full time (35 hours p/w) 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.