Pa/adminstrative Officer

2 weeks ago

Forres, Moray, United Kingdom Pertemps Glasgow Perms Full time
Principal AccountabilitiesWith oversight from the Executive PA, the role-holder will:

  • Undertake diary management for the Deputy Director Research & Innovation, ensuringmaximisation of available time, liaising with key internal and external contacts toprioritiseactivities, optimise planning, and ensure time-effective meetings
  • Deal with routine enquiries from internal and external parties, providing information andguidance and initiating contact on behalf of the Deputy Director and Executive PA
  • Take action upon matters during the absence of the Deputy Directorand Executive PAand delegate to colleagues, liaising with their respective teams as appropriate
  • Prepare and maintain budget overviews and tracking reports for GSA H&I Campus,including Research and Innovation, Campus financial overviews, with input andcollaborationwith the Director of Operations, the Research Department, the FinanceDepartment, and other Professional Support departments as appropriate
  • Prepare and compose draft correspondence to a high standard on behalf of the DeputyDirector and Executive PA
  • Supportthe process of the preparation and sequencing of the Deputy Director'sdocuments for the Senior Leadership Group meetings and GSA committees within thecalendar deadlines, collecting relevant information from colleagues for documentdrafting
  • Promptly and professionallyaddress ad hoc issues as they arise (e.g. late notice ofcancellation of meetings, rearranging meetings at short notice, responding to emergenciesand alerting relevant senior management)
  • Deputise when required where appropriate for the Executive PA
  • Act asminute secretary for internal meetings arranged by the Deputy Director, the ExecutivePA and other key senior members of staff within the Directors office, including recordingminutes and action points and circulating agendas and relevant additional documentationProcessorder requisitions via the Agresso and PECOS Finance systems, including orderingand maintaining departmental supplies and reconciling of purchase card items
  • Planning and booking travel and accommodation, and catering
  • Maintain departmental systems relatingto record keeping and information to ensure thatmonitoring data is available for reporting purposes and to ensure compliance with GSApolicies, procedures and processes
  • Liaise with internal support departments in order to build relationships and contacts tofacilitatethe future exchange of information
  • Liaise with external contacts, e.g. Scottish Funding Council, Universities Scotland, ExternalExaminers, Suppliers, Contractors, other HEIs etc., in order to build relationships andcontacts to facilitate the future exchangeof information
  • Research and collate information for the Deputy Director, Executive PA and other key seniormembers of staff within the Directors office, enabling their full preparation in advance for allinternal and external engagements
  • Provide coordinationand administrative support for external and internal projects withinthe remit of the Director's office
  • Contribute to the planning and organising of GSA Highlands and Islands Campus events,maintaining a log of key activities, and also GSA Schoolwide eventsled by the Director's office
  • Other duties as reasonably requested by senior staff from time to time. 6 month probationary period
  • Educated to degree level or possess equivalent experience

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