Executive Assistant

3 weeks ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
In this post you will act as Executive Assistant to the Head of School and to the Head of Professional Services. You will ensure a comprehensive range of senior administrative support is delivered to the Head of School, Head of Professional Services and Senior Management Team to assist with the implementation of School Research and Teaching objectives.

**Main Duties and Responsibilities**
1. To provide a customer-focussed and professionally robust administrative service. This will include managing Head of School and Head of Professional Services diaries, identifying key milestones and project work plans, ensuring that deadlines and deliverables are achieved. To proactively manage close working links and acting as the key interface with senior academic staff to ensure School objectives and strategies are integrated.
2. Provide senior administrative support to the Head of School and School Management Team. Supporting them in a variety of tasks including College Management Group action points ensuring all are completed within the agreed timescale by appropriate individuals. Act as an interlocutor between the Head of School and staff often dealing with confidential and sensitive information.
3. To undertake complex data analysis and manipulation, researching and interpreting strategic information to create management reports on financial, research and teaching themes, highlighting issues and priorities for the Head of School and Head of Professional Services in alignment with Key Performance Indicators. Assist with drafting and acting as a critical reader for School documentation going to Senior Management/College committees. In particular the School’s annual strategic plan.
4. To work in partnership with the Head of Professional Services to complete key projects, providing cover and support as required, achieving high quality service delivery. Proactively disseminate key management information from College to Senior Management in the School. To represent the Head of School Administration on professional groups, forums and committees; and to deputise on executive administrative aspects for the Head of Professional Services as required making decisions and taking on appropriate responsibility.
5. To be responsible for providing direct support and guidance to the Senior Management Team. Assist with decision making in respect of duties assigned by the School Workload Model, deadlines and problem solving to enhance organisational performance. Prepare analysis and reports for Senior Management on a range of topics for internal use. This will include formal reports for presentation to School and College Committees as well as information for academic engagement.
6. In conjunction with the Head of School and Head of Professional Services, develop stretching and ambitious marketing activities to enhance the School’s global reach and reputation by driving strategic development of the web pages and School newsletter publicising international high impact achievements.
7. Manage large scale events in line with the research strategy to promote interdisciplinary research locally and globally. Manage associated annual events budgets in accordance with the University’s Finance Office guidelines with sole responsibility for the spending within these budgets.
8. Administrative accountability for HR activities within the School. This will include: managing and co-ordinating recruitment and selection at School level, including senior level probation, academic promotion, recognition and reward, and the performance and development review. Provide information and advice to staff and ensure all deadlines are met. Extract and manipulate data from the Core HR system to assist in the preparation of reports, workforce planning and external reporting.
9. To develop and co-ordinate a network for benchmarking and best practice procedures in all areas of administration. To design and develop internal work systems and processes and maintain standard operating procedures and accessible record management information in order to continuously improve the effectiveness of the service delivery.
10. Responsible for the administration and clerking of the School management committees, prepare agenda and papers and distribute timeously, prepare minutes, ensuring accurate information is recorded, and following actions through to conclusion. Categorise minutes and related documents under the Freedom of Information headings.
11. To identify and resolve a wide variety of complex issues using specialist knowledge and a high degree of initiative.
12. Undertake any other administrative duties assigned by the Head of Professional Services in relation to the successful operation of the School.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**:
A2 Knowledge of the University structure.

**Desirable**:

**Skills**

**Essential**:
C2 Exceptional oral communication, negotiation and diplomatic ski

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