Job Purpose
The role involves supporting the Print Unit for the development, implementation and maintenance of administrative systems and processes. Additionally, this role will provide relief support with basic Print duties to support the operational needs of the service.
Main Duties and Responsibilities
1. Proactively engage and communicate with internal and external customers to provide an outstanding customer service.
2. Deliver a range of administrative duties in support of UofG Print and Commercial Services.
3. Carry out several finance processing tasks such as turnover reports, raising purchase orders, processing invoices and commitment reports.
4. Complete any required duties on Agresso finance system, including running reports, goods receiving and analysis of commitments reports aligning to budgets.
5. Provide admin support to the Print Supervisor and other key stakeholders across Commercial Services. Indicative duties include notetaking, scheduling meetings, estimating job enquiries, and organising travel / conference bookings.
6. Prepare documents, presentations and other materials to a clear brief, using established formats and standard software packages.
7. Prepare straightforward manipulation and interpretation of data.
8. Setup and maintain appropriate filing systems ensuring records are kept as per the University Records Management Policy.
9. Develop and implement systems to standardise and improve administrative processes.
10. Keep up to date with university finance and administration processes.
11. Responsible for understanding and delivering the brand and visual identity of the University of Glasgow and reflect this through interactions with all Print stakeholders.
12. Provide relief support during key periods with the delivery of all print and finishing tasks as requested by the Print Supervisor.
13. Assist in the achievement of the Customer Satisfaction KPI as part of the wider Print Team.
14. 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 having acquired the necessary knowledge and skills 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 Working knowledge of Microsoft Office packages, particularly Word, Excel, and PowerPoint.
Desirable:
B1 Knowledge of Print services.
B2 Knowledge of finance systems (i.e. Agresso) with an understanding of legislation relating to the University of Glasgow finance procedures.
Skills
Essential:
C1 Ability to manage a varied and demanding workload to achieve set deadlines and meet customer expectations.
C2 Strong interpersonal skills and ability to build and maintain professional and effective working relationships with colleagues and external stakeholders.
C3 Ability to work independently using own initiative to manage, organise and prioritise own workload, and referring complex problems to more senior colleagues as appropriate.
C4 Strong IT skills relevant to key tasks to be undertaken.
C5 Excellent attention to detail.
C6 Confident and clear communicator via all channels of communication .
Desirable:
D1 Excellent problem-solving skills.
Experience Essential:
E1 Proven experience of positively engaging with internal/external customer groups.
E2 Experience of handling customer enquiries, customer feedback and working within a high intensity, fast paced environment.
Desirable:
F1 Previous demonstratable experience working within an administrative environment.
F2 Previous experience of working in a busy customer facing environment.
F3 Experience of planning of work.
F4 Understanding of the HE sector and how it operates.
Terms and Conditions
Salary will be Grade 4, £23,581 - £26,038 per annum.
This post is full time (35 hours per week) and open ended (permanent).
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 : 156312 Close Date : 20-Oct-2024 23:45