Administrative Coordinator

3 weeks ago

Glasgow, United Kingdom Venesky Brown Full time

Venesky-Brown’s client, a public sector organisation in Glasgow, is currently looking to recruit an Administrative Co-Ordinator for an initial 6 months contract on a rate of £13.81 PAYE.

Responsibilities:

- Provide PA support to the Clerk of Senate & Vice Principal, which includes diary management, scheduling of meetings and clerking support for ad-hoc working groups. This involves the ability to prioritise issues for the attention of the Clerk of Senate, maintaining confidentiality and handling information/data sensitively.

- Provide high quality administrative support to team members across Policy & Governance and, on occasion, the APG Management Team reliably supporting the progress of business within the service including, note-taking and management of action points, diary management and setting up meetings, supporting with visits, management of team filing systems, formatting and circulating appropriate documentation, drafting and/or amending standard correspondence with internal and external stakeholders.

- Support the operational management of student cases relating to the Codes for Appeals and Fitness to Practise: managing workflow of cases, including the mailbox; arranging meetings; collating and distributing agenda and papers within strict deadlines; preparing report templates and assisting in drafting correspondence with stakeholders.

- Provide effective administrative support for operational aspects of systems, such as the monitoring of mailbox and dealing with enquiries, working closely with relevant manager and other colleagues within the relevant Policy & Governance Team.

- To provide administrative support for meetings of a range of formal committees.

- To provide highly effective administrative support to ensure currency, coherence and clarity of information on Policy & Governance website, and its integration with wider web information across Services and the organisation.

- To attend and contribute to team meetings within Policy & Governance. Contributing to development and continuous improvement by proactively sharing information on operational activity identifying areas where ongoing improvement would be beneficial.

- Undertake other duties as assigned by the Policy & Governance management team.

Essential Skills:

- Scottish Credit and Qualification Framework Level 7 (advanced Higher / SVQ Level 3 in Administration, HNC or equivalent.

- Excellent IT skills (databases, spreadsheets, word processing, emailing, Web documents & Office 365).

- Excellent interpersonal and communication (oral and written) skills.

- Excellent organisational skills.

- High degree of responsibility and personal initiative, and ability to work autonomously with minimal supervision.

- Use of Web content platform such as T4 or equivalent.

- Ability to work under pressure, manage competing priorities and meet strict deadlines.

- Ability to work as a member of a team.

- High level of accuracy and attention to detail.

- Discretion and the ability to maintain confidentiality.

- Responsive to changing priorities.

- A positive and enthusiastic approach to work.

- A good level of writing, numeracy and secretarial skills, including typing skills.

- Secretarial/administrative experience at an appropriate level of responsibility.

- Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation.

- Experience of using discretion and initiative to ensure services meet agreed standards, guidelines and procedures.

- Experience of recording meetings/note taking.

Desirable Skills:

- Knowledge of quality processes within a UK Higher Education context.

- Working knowledge of Data Protection and Freedom of Information legislation.

- Ability to analyse data and appropriately present summary information to support planning and decision making.

- Experience of working within a further or higher education setting.

- Experience of supporting web development and web upload in a professional context.

- Experience of Agresso Finance System.

If you would like to hear more about this opportunity please get in touch.

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