Job Purpose
To efficiently and effectively support the Head of School(s) in the College of Arts and Humanities by providing a focused and professionally robust administrative service. Acting as a professional representative of the HoS with internal and external contacts and key stakeholders.
Main Duties and Responsibilities
1. Provide executive support to the Head of School, supporting them in a variety of tasks including diary management, meeting schedules, preparing agendas and papers for meetings and clerk meetings and arranging hospitality as required.
2. To work on own initiative, dealing with a wide range of complex processes and devise solutions based on experience and judgement, ensuring a high level of customer service at all time, often dealing with confidential and sensitive information.
3. Ensure that University and College policies and procedures are adhered to at all times.
4. Managing files and other information. Develop and maintain a fit-for- purpose electronic/paper filing system. Ensure efficient filing process and organisation.
5. Organise travel arrangements, liaising with them to book appropriate travel and accommodation arrangements as and when required. For external meetings, prepare the itinerary for travel.
6. Manage and deal with all incoming mail including email, efficiently prioritising for action and dealing independently with any items that can be actioned directly. Track status of “urgent emails”.
7. Work with HR systems and staff as required
8. Assist the Head(s) of School in collecting and collating information.
9. Determine short and longer term priorities, planning and scheduling workload to ensure operational efficiency and adherence to deadlines.
10. Assist and undertake any other administrative procedures supporting the work of the Head(s) of School.
Knowledge, Qualifications, Skills and Experience
Knowledge /Qualifications
Essential:
A1 Scottish Credit and Qualification Framework level 7 (Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent - one of which must be in English.
Desirable:
B1 ECDL qualification.
B2 Wide knowledge of the working procedures and requirements within the University.
Skills
Essential:
C1 Excellent interpersonal skills with proven ability to represent senior management in a polite, professional and effective manner.
C2 Excellent administrative and secretarial skills necessary to carry out duties.
C3 Ability to work independently and organise own daily workload without supervision.
C4 Exercise initiative, discretion and maintain confidentiality at all times.
C5 Resilient and able to adapt to frequent change.
C6 Excellent written and oral communication skills.
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.
C9 Ability to discharge personal responsibilities in a self-sufficient manner while successfully working as part of a small team.
C10 Ability to act calmly and methodically in a fast-paced and pressurised environment and to willingly provide cover within the team where necessary.
Experience
Essential:
E1 Sufficient, relevant experience with appropriate qualifications OR substantial, relevant experience without qualifications, including experience of general administration and running an office, dealing with correspondence and liaising with staff both internal and external.
E2 Experience of successfully applying initiative.
E3 Experience in managing a busy electronic diary and prioritising meetings.
E4 Experience in managing a busy email account and the ability to create effective task lists and methods for ensuring that emails are dealt with appropriately.
E5 Experience in clerking meetings and recording concise minutes and actions.
Terms and Conditions
Salary will be Grade 5, £25,138 - £29,605 per annum pro rata.
This post is part time (17.5 hours per week) and fixed term until 20September 2024 in the first instance.
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 : 139708 Close Date : 04-Mar-2024 23:45