Administrative Co-ordinator

5 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
As Administrative Co-ordinator you will work closely with the Administrative Officer and relevant Managers focussing on the provision of a professional, effective and responsive service to support the delivery of work in the Learning & Teaching Strategy Development workstream and other business areas within Academic Policy & Governance. Furthermore, you will take operational responsibility for aspects of the strategic development activity and committee support.

**Main Duties and Responsibilities**-2. Provide high quality administrative support to team members and, on occasion, the Academic Policy & Governance management team reliably supporting the progress of business within the service including, note-taking and management of action points, management of team filing systems, formatting and circulating appropriate documentation, drafting and/or amending standard correspondence with internal and external stakeholders.
3. To provide administrative support for meetings of Senate committees, including formal committees, sub-committees, and ad hoc/short-life working groups which form part of the University’s academic governance structure, to ensure effective support for the committee manager (committee clerk), convener and other committee members.
4. To provide highly effective administrative support to ensure currency, coherence and clarity of information on the Academic Policy & Governance website, and its integration with wider web information across Academic Services and the University.
5. To collate data for reporting purposes, including external reports.
6. Effectively and proactively coordinate operations across Academic Policy & Governance including diary management, scheduling of meetings in accordance with procedural timeframes, and co-ordination of space in a hybrid office context to contribute to the smooth running of the service. Provide cover for operational duties including the Agresso system to raise purchase orders for e.g. travel arrangements and office equipment.
7. To attend and contribute to team meetings within Academic Policy & Governance. Contributing to development and continuous improvement by proactively sharing information on operational activity identifying areas where ongoing improvement would be beneficial.

**Knowledge, Qualifications, Skills & Experience**

**Knowledge/Qualifications**

**Essential**:

A1 Scottish Credit and Qualification Framework Level 7 (advanced Higher / SVQ Level 3 in Administration, HNC or equivalent.

**Desirable**:

B1 Knowledge of quality processes within a UK Higher Education context.
B2 Working knowledge of Data Protection and Freedom of Information legislation.

**Skills**

**Essential**:
C2 Excellent interpersonal and communication (oral and written) skills.
C3 Excellent organisational skills.
C4 High degree of responsibility and personal initiative, and ability to work autonomously with mínimal supervision.
C5 Ability to work under pressure, manage competing priorities and meet strict deadlines.
C6 Ability to work as a member of a team.
C7 High level of accuracy and attention to detail.
C8 Discretion and the ability to maintain confidentiality.
C9 Responsive to changing priorities.
C10 A positive and enthusiastic approach to work.
C11 A good level of writing, numeracy and secretarial skills, including typing skills.

**Desirable**:

D1 Use of Web content platform such as T4 or equivalent.
D2 Ability to analyse data and appropriately present summary information to support planning and decision making.

**Experience**

**Essential**:

E1 Secretarial/administrative experience at an appropriate level of responsibility.
E2 Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation.
E3 Experience of using discretion and initiative to ensure services meet agreed standards, guidelines and procedures.
E4 Experience of recording meetings/note taking.

**Desirable**:

F1 Experience of working within a further or higher education setting.
F2 Experience of supporting web development and web upload in a professional context.
F3 Experience of Agresso Finance System.

**Terms and Conditions**
Salary will be Grade 5, £25,138 - £29,605 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.
3 A flexible approach to working.

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