Administration Office Supervisor

2 weeks ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To provide comprehensive administrative support to academics, researchers and students in Veterinary Diagnostic Services in the School of Biodiversity, One Health and Veterinary Medicine. To provide a supervisory role for the administrative team and be a professional and welcoming first point of contact for all our clients, both internal and external.

**Main Duties and Responsibilities**
1. Responsible for the management of the administrative team including recording of absences, holidays and conducting a yearly Performance, Development and Review.
2. To work independently to provide confidential, efficient administrative support, to include but not limited to, distributing electronic material, data entry, filing, photocopying and account management.
4. Processing of financial transactions, including invoices, credit notes and raising requisitions/purchase orders in accordance with University procedures.
5. Liaise with the finance hub as necessary both local and the main finance unit.
6. Attendance at quarterly finance meetings.
7. To assist and organise appropriate orientation arrangements with new staff members of the team as part of the induction process.
8. Undertake any other duties of equivalent standing, which are not included but which are consistent with the role as required.
9. Administrative support for Athena Swan, and other general Veterinary Diagnostic Services activities as directed by the Head of Division.
10. Administrative support for Athena Swan, and other general Veterinary Diagnostic Services activities as directed by the Head of Division.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**:

A1. Ability to demonstrate the competencies required to undertake the duties associated with this post, having acquired the necessary knowledge and skills in a similar role, or: A Scottish Credit and Qualification Framework Level 7 (Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.
-

**Desirable**:

B1. Knowledge of the University of Glasgow systems, eg Agresso, Moodle, CMIS and MyCampus

**Skills**

**Essential**:

C1. Excellent administration skills.
C2. Ability to communicate clearly, orally and in writing to ensure effective reporting and customer service using tact, diplomacy, discretion and confidentiality.
C3. Effective planning, organising and prioritisation of workload.
C4. Ability to undertake tasks in a timely manner and to an acceptable standard.
C5. Meticulous attention to detail.
C6. Flexibility and willingness to adapt to changes.
C7. Ability to use initiative and judgement to resolve problems independently.
C8. Ability to work to tight deadlines within a pressurised environment.
C9. Ability to contribute to on-going operational and procedural efficiency improvements in an office environment.

**Desirable**
D1. Working knowledge of a LIMS system

**Experience**

**Essential**:

E1. Relevant experience in an administration supervisory role.
E2. Experience of processing financial transactions and maintaining accurate records of expenditure, including processing invoices and raising requisitions.

**Desirable**:

F1. Experience of an administration Higher Education establishment.
F2. Experience of maintaining and editing web pages and using social media for work.

**Job Features**

**Dimensions**
Based on the Garscube Campus, Veterinary Diagnostic Services sits within the Division of Pathology, Public Health and Disease Investigation within the School of Biodiversity, One Health and Veterinary Medicine. We provide a wide range of diagnostic services to the veterinary profession. Our client base includes the veterinary hospitals within the on campus (Small Animal Hospital, Weipers Centre for Equine Welfare and the Scottish Centre for ProductionAnimal Health and Food safety)and referring veterinary practices.

**Planning and Organisation**
Plan and organise workload effectively and efficiently to ensure requirements of VDS administration are met within deadlines.
Meticulous attention to detail at all times.
Ongoing review and improvements to office procedures.
Interested and proactive in continuous learning.

**Decision Making**
Ability to prioritise workload effectively.
Ability to make decisions within agreed boundaries and referring appropriately as necessary.
I**nternal/External Relationships**
Daily contact with colleagues, visitors and students.
Regular communication with Finance.
Regular communication with external and internal clients.

**Problem Solving**
To act as first point of contact for all enquiries. Use initiative and judgement to resolve problems independently or advise to whom enquiries should be referred.
Identify potential problems and implement measures to solve /avoid issues arising.

**Terms and Conditions**
Salary will be Grade 5, £25,138 - £29,605 per annum.
This post is full time and o

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