Administrative Assistant

Job purpose

To provide a comprehensive range of high quality administrative support to the Deputy Director of College Professional Services (DDoCPS), and senior staff in the College Graduate School.

Key Duties and Responsibilities

1. Providing efficient and effective administrative support to Deputy Director of College Professional Services including proactive diary management, exercising considerable discretion and knowledge of University priorities to ensure appointments are well planned and time is managed effectively.

2. Facilitating and co-ordinating meetings ensuring all necessary pre-meeting arrangements are in place, for example, booking of appropriate room; preparation and distribution of agenda and associated papers; post-meeting actions; preparation of minutes etc, as appropriate. Coordinate and progress appropriate follow-up actions and maintain action log/events schedule.

3. Manage teaching and support staff recruitment administration, liaising with the Local Resourcing Coordinator, arranging interviews and completing necessary paperwork.

4. Providing advice, guidance and assistance to teaching staff on the recruitment of temporary teaching staff (Demonstrators and Tutors) including organising the paperwork and liaising with the recruitment team.

5. Providing advice and assistance to Senior and Graduate School Teaching staff with purchasing.

6. Providing assistance to both PGT and PGR teams as and when required. This is likely to be required during busy periods or when there are staff shortages and may involve a variety of tasks such as assisting with events, graduation and processing applications.

7. Engage in personal, professional and career development, to enhance knowledge and skills.

8. Undertake other duties of equivalent standing as assigned by Line manager or DDoCPS

Knowledge, Qualifications, Skills and Experience

Knowledge /Qualifications

Essential

A1 Either: 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 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

Desirable

B2 Wide knowledge of the working procedures and requirements within the College and the University

Skills

Essential

C1 Excellent interpersonal skills and communication skills, both written and oral

C2 Excellent administrative, secretarial, and clerical skills.

C3 Ability to work independently and organise own daily workload without supervision

C4 Ability to exercise initiative, discretion and maintain confidentiality at all times.

C5 Resilient and able to adapt to frequent change.

C7 Excellent IT skills and proficient in the use of Microsoft Office and Outlook, including the use of Excel, Word and PowerPoint.

C8 Ability to handle and prioritise diverse tasks, meeting tight schedules while providing a consistently positive and responsive service.

Experience

Essential

E1 Experience of providing administrative support within a complex organisation.

E2 Experience of general administration, dealing with correspondence, and liaising with a diverse range of people both internal and external to the organisation.

E3 Experience of clerking meetings and recording concise minutes and actions

E4 Experience of complex diary management using Outlook, including its use for information management purposes.

Desirable

F1 Experience of in-house University processes and systems

F2 Experience in using Zoom and Teams to both organise and attend meetings.

Terms and Conditions

Salary will be Grade 5, £25,138 – £29,605 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.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension – pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.