Administrative Assistant

7 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To provide comprehensive secretarial and administrative support to the staff within the Forensic Medicine department and to ensure fulfillment of the Crown Office Contract and other activities.

**Main Duties and Responsibilities**Audio typing of Post Mortem reports to be submitted to Procurator Fiscals, update and finalise these reports for completion against a pre-set time constraint to ensure that the criteria within the Crown Office Contract is adhered to on behalf of the University.
To carry out a range of secretarial and administrative duties including communicating effectively and efficiently with staff, students, visitors, external agencies and members of the public and assisting with general enquiries.
Maintain the filing and scanning of Post Mortem paperwork ensuring that all information with relation to cases is entered and updated on the bespoke database accurately.

Administering a large amount of electronic documents ensuring they are stored within the bespoke database and internal folder structure.
Responsible for handling of all paperwork and maintenance of information input and output in the department's database to ensure reliable and accurate data.
Responsible for handling and processing reports for pathology cases and the distribution of these ensuring that target deadlines are met following stringent procedures for ensuring their accuracy and confidentiality.
To provide cover in the absence of colleagues as and when required and any other duties that may be assigned to ensure the smooth running of the office.
Responsible for writing and updating annually a number of administration procedures ensuring they are completed within timescales
Responsible for ensuring office machinery and consumables are suitably available and in working order.
Diary management and clerical support for meetings, occasional attendance at meetings and taking minutes.
To purchase goods using the University procurement system (Agresso) and the reconciliation of all corresponding paperwork.
- **Knowledge/Qualifications**

**Essential**:

A1. Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.

**Or**: Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational qualification level 2 or 3) or equivalent, and experience of personal development in a similar role
A2 Strong knowledge of and excellent skills in IT, including all Microsoft packages and databases
A3 Knowledge of medical terminology

**Desirable**:

B1 European Computer Driving Licence
B2 Forensic service knowledge

**Skills**

**Essential**:

C1 Excellent audio transcribing and copy typing speeds and accuracy
C2 Accurate keyboard skills
C3 Excellent secretarial and administrative skills
C4 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar secretarial or administrative role.
C5 An awareness of the issues around confidentiality and dealing with sensitive material
C6 Ability to multi-task and maintain excellent attention to detail, e.g. speed, accuracy and precision in all areas including data entry
C7 Ability to work to tight deadlines and prioritise a demanding workload
C8 Ability to use own initiative, work independently and as part of a team being pro-active in resolving issues with minimum supervision
C9 Courteous and efficient telephone manner and ability to communicate effectively and personably with staff and external contacts

**Desirable**:

D1 The ability to use AGRESSO back office and web requisitioning system

**Experience**

**Essential**:

E1 Experience of working in a medical or legal establishment with knowledge of medical terminology
E2 Experience in a role that requires attention to detail and an awareness of the importance of accuracy
E3 Significant experience of planning and organising own workload effectively to meet tight deadlines.
E4 Experience of working in an establishment with time constraints and deadlines
E5 Experience of working with bespoke software packages and databases
E6 Experience of operating an electronic dictation system and accuracy in transcription thereof

**Desirable**:

F1 Purchasing/financial experience
F2 Experience of working in a higher education institution with knowledge of policies and procedures F3 Experience of minute taking

**Please note**:

- as part of the interview process you will be required to perform an audio typing test for speed and accuracy.

**Terms and Conditions**
Salary will be Grade 4, £22,681 - £25,138 per annum.
This post is full time, and fixed term for 6 months.
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 organisa

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