Business Support Administrator

University of Glassgow
October 21, 2024
Contact:N/A
Offerd Salary:£26,038 - £30,505
Location:N/A
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Business Support Administrator

Job Purpose

Provide high quality administrative support to the External Relations Directorate.

Support several External Relations Directors by taking responsibility for diary management, travel bookings and meeting coordination. This will include significant forward planning, interacting with key internal and external contacts. Acting as the professional representative, proactively and independently managing work in a fast-paced environment.

To provide support to the Business Support Manager in relation to financial reporting processes.

Support the smooth operational running of the External Relations Directorate contributing to the efficient delivery of the service in a way that enhances its internal and external efficiency, effectiveness and reputation.

Main Duties

1. Extensive proactive electronic diary management for the External Relations Directors exercising considerable discretion and knowledge of the Directorate priorities to ensure internal and external appointments are well planned and time is managed effectively.

2. Organise and co-ordinate meetings ensuring all necessary pre-meeting arrangements are in place, for example, booking of appropriate meeting space; preparation and distribution of agenda and associated papers etc, booking catering as appropriate.

3. Organise extensive overseas travel, liaising as necessary with travel agents, internal colleagues and external institutions/companies. Prepare comprehensive itineraries and provide necessary background paperwork on institutions/people. Ensure that travel arrangements are in accordance with the University's Sustainability Policy.

4. Oversee several Directorate operational budgets, providing monthly financial reports to the Business Support Manager. Investigate and resolve any discrepancies against budget and forecast spend and discuss further with the budget holder if required.

5. Purchase Order Processing: ensuring that orders are placed in a timely manner and are compliant with all internal regulations, including Procurement requirements and VAT checks.

Act as point of contact for ER colleagues to support purchasing queries including outstanding orders, price queries, back orders and tracking of order numbers.

6. Act as Purchasing Officer and hold a Corporate Purchasing Card, ensuring adherence to the Procurement policies and procedures.

7. Assist the Business Support Officer with the recruitment of the Directorate Extended Workforce including Student Ambassadors, Mentors and Content Creators. Ensure all the necessary employment/right to work checks are carried out, UKVI (UK Visas & Immigration) and legal compliance paperwork is obtained. Responsible for drafting letters of engagement, liaising with People & Organisation Development regarding appointment creation.

8. Responsible for the management of a central mailbox, responding independently to enquiries and escalating to the Business Support Manager if appropriate. Ensuring all queries are dealt with in a timely manner

9. Develop and manage internal communication channels such as ER Directorate Teams and ER SharePoint site (The Hub).

Knowledge, Qualifications, Skills and Experience

Knowledge

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 5 or 6 (national 5 or 6, Scottish Vocational Qualification level 2 or 3).

A2 Detailed knowledge and understanding of a finance control environment.

A3 Knowledge and understanding of finance process compliance and its importance.

A4 Knowledge and understanding of data integrity and its importance.

A5 Understanding of General Data Protection Regulation.

Skills

Essential:

C1 Proven interpersonal and communication skills, both written and verbal, with the ability to communicate effectively with all grades of staff both internally & externally – demonstrating tact, diplomacy, discretion, assertiveness, and the ability to handle difficult or sensitive situations or people while always respecting confidentiality of information

C2 Ability to manage and prioritise a busy workload, responding to changing pressures as appropriate, meeting tight deadlines.

C3 Numeracy and the ability to understand and communicate financial information.

C4 Ability to organise and prioritise own workload, work with minimum supervision and to multi-task.

C5 Ability to input financial information accurately into Agresso/equivalent.

C6 Good analytical and problem-solving skills.

C7 Excellent attention to detail and ability to challenge effectively, ensuring policy and procedures are adhered to.

C8 Ability to identify process issues and improvement opportunities and advise on required action to address.

C9 Ability to use initiative, judgement and resolve issues independently.

C10 Ability to develop strong working relationships with Directors and stakeholders at all levels.

Experience

Essential:

E1 Experience working in an administrative capacity in a fast paced and varies customer focused role, working under pressure and to deadlines, demonstrating ability to prioritise and be adaptable to changing external pressures.

E2 Proven Requisitioner and Purchase Officer experience,

E3 Experience of using a wide range of IT systems, including MS Office and Agresso/equivalent.

E4 Experience of diary management and scheduling meetings.

E5 Experience working effectively within a team to deliver on organisational delivery plans.

Terms and Conditions

Salary will be Grade 5, £26,038 - £30,505 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.

Vacancy Ref : 156313 Close Date : 21-Oct-2024 23:45

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