Job Purpose
Reporting to the Head of Business Support, this post will provide operational, administrative and financial support for The Hunterian.
The postholder will follow established processes and standard instructions to provide day-to-day operational support and provide high quality reception services for The Hunterian at the offices in Kelvin Hall.
As part of the Business Support Team, this role will be expected to support the Head of Business Support in optimising and standardising the support services that the team provides to The Hunterian.
Main Duties and Responsibilities
1. To act as first point of contact and deliver high quality reception support for The Hunterian at its staff offices in Kelvin Hall, taking pride in making the KH Office run effectively and efficiently, and providing clear information and assisting with enquiries from colleagues, customers and service users, when responding to face to face, email and telephone enquiries.
2. To provide day-to-day practical office support requirements of the Kelvin Hall office including: the receiving, sorting and sending of mail/parcels; the issuing and timely return of ASVA/ICOM cards; maintenance of daily sign-in sheets; confidential waste management; the cleaning and maintenance of the coffee machine and photocopier, and ensuring adequate supplies and provisions.
3. To be responsible for The Hunterian's diary management of room bookings for Kelvin Hall and coordinating activities in these rooms, including making arrangements for catering when required.
4. To receive and respond to enquiries, supporting the efficient maintenance of the Hunterian Admin central email inbox, using acquired knowledge and experience to support resolving issues independently or escalating to line manager for assistance as appropriate.
5. To utilise the Agresso finance accounting system to process routine requisitions, providing purchasing support for the administrative team when required.
6. To provide office and facilities maintenance support, follow process notes for raising KH office maintenance requests and AV fault reporting for the KH Lecture Theatre and Seminar Rooms and liaising with appropriate parties to resolution. To provide troubleshooting services regarding AV systems in the Hunterian Board Room and Small Meeting Room.
7. To provide support to The Hunterian Operations Group including scheduling of meetings and note taking, and to be responsible for maintaining the Health & Safety tracker, records and training logs.
8. To become a Hunterian Fire Warden and First Aider.
9. To liaise with Kelvin Hall Front of House, providing weekly timetable of room bookings for University spaces.
10. To oversee the maintenance and administrative processes related to the use of the Reading Room. This will include management and control of security access cards, locker key maintenance, maintenance of the MS Team for communication with users, ensuring the room is adequately stocked, and to act as the main point of contact for users to deal with any equipment, resources or facility issues, liaising with IT services as required.
11. To contribute to the development of systems and processes to make the reception and administration of operations more effective.
12. To undertake any other reasonable duties as required by the team.
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 gained through working in a similar role. Or: Scottish Credit and Qualification Framework level 4 in English and Mathematics National 4 or equivalent, and some experience of working in a similar role.
A2 Thorough working knowledge of Microsoft Office including Word, Excel and Outlook with the capability of further developing IT skills to use specialised software applications.
Desirable:
B1 Knowledge of University processes, systems and structures.
B2 European Computer Driving Licence (ECDL).
Skills
Essential:
C1 Good administrative skills with accuracy and attention to detail.
C2 Proficient in the use of MS Office applications including Word, Excel, Outlook, Teams, SharePoint and Zoom.
C3 Ability to organise and prioritise workload and plan ahead with minimum supervision. C4 Ability to communicate clearly, clarifying requirements, responding to colleagues and customers.
C5 Ability to demonstrate initiative, and exercise judgement to resolve problems independently. C6 Ability to work effectively as part of a team.
C7 Ability to undertake assigned tasks in a timely manner and to an acceptable standard.
Experience
Essential:
E1 Relevant work experience gained in a busy office environment providing administrative and operational support.
E2 Experience of planning and organising own workload effectively to meet deadlines.
E3 Experience of diary coordination and diary management.
Desirable:
F1 Experience of using financial accounting software – e.g. Agresso.
F2 Experience of troubleshooting and assisting customers to resolve issues with AV/IT equipment.
Terms and Conditions
Salary will be Grade 3, £21,900 - £22,681 per annum pro rata.
This post is part-time (27.5 hours per week, Monday to Friday), 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 : 147568 Close Date : 16-Jun-2024 23:45