Business Support Assistant

5 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
As a Business Support Assistant, you will provide administrative support to the External Relations Directorate. The role holder will have a clear understanding of the needs of the customer base and the University standard accounting and transaction management processes and will work to provide an effective and efficient service level delivery.
As part of the central Business Support Team, providing financial and operational support, you will be expected to support the Business Support Manager in optimising and standardising the services that the team provides to the Directorate.
Furthermore, you will support the Director of Lifelong Learning & Widening Participation in the delivery of its activities by taking responsibility for a range of administrative duties, such as meeting set up and diary management.

**Main Duties**
1. Act as purchasing officer and purchase card holder, supporting all teams across the External Relations Directorate. Using the University’s finance system, process purchase orders and invoices. Liaising with suppliers and resolving any issues independently. Ensuring compliance with University financial and procurement regulations.
2. Using the UKVI online portal, purchase the required Confirmation of Acceptance of Studies for all incoming international students daily.
3. Supporting the Director of Lifelong Learning & Widening Participation with scheduling arrangements for meetings, to include secure venues, issue invitations and reminders, prepare agendas and papers, write prompt, accurate and concise action notes & ensure all key actions are followed up.
4. Act as main point of contact for all facilities enquiries from across the Directorate. Liaising with internal colleagues, Estates and Commercial Services and resolving issues which may arise. Ensure all maintenance work if carried out on time and within budget with mínimal disruption.
5. Responsible for the efficient maintenance of the Business Support central inbox, resolving any issues independently or escalating as appropriate.
6. Provide administrative support for the engagement of Casual Workers across the Directorate.
7. Manage the ER internal room booking system from across the Directorate. Liaising with colleagues and providing solutions to potential clashes.
8. Maintain the Directorate asset register of all mobile IT equipment e.g., laptops, iPads, mobile phones. Operate a sign-in/sign out process for all equipment.
9. Manage a large, varied workload with limited supervision.
10. Any other duties as required by the Business Support Officer

**Knowledge, Qualifications, Skills and Experience**

**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 (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 IT packages, including Word, Excel and Outlook.
A3 Knowledge and understanding financial processes and systems.

**Desirable**:

B1 Knowledge of the University’s financial model
B2 Knowledge of the University’s HR Core system

**Skills**

**Essential**
C1 Ability to undertake assigned tasks in a timely manner and acceptable standard.
C2 Detailed knowledge of relevant systems, equipment, processes and procedures including software packages.
C3 Initiative and judgement to resolve problems independently.
C4 Effective planning, organising and prioritising.
C5 Ability to communicate clearly orally and in writing to ensure effective reporting and customer service.
C6 Effective IT and numeracy skills
C7 Well-developed analytical and problem-solving capability
C8 Proven ability to compile and manipulate databases and spreadsheets.
C9 Proven communication and time management skills and forward planning
C10 Ability to multi-task and pay attention to detail.
C11 Ability to work independently and organise a large workload without supervision.
C12 Exercise initiative, discretion and always maintain confidentiality.
C13 Excellent customer service skills
C14 Diplomacy

**Desirable**
D1 Relevant Administrative experience OR experience working within the HE (or similar) sector with a good understanding of university administrative systems, structures and procedures OR relevant work experience working in a role involving a significant amount of both customer service and administrative duties.

**Experience**

**Essential**
E1 Significant experience working within a busy office environment with a good understanding of administrative systems.
E2 Experience of planning and organising own workload effectively to meet tight deadlines.
Meetings arrangements?
E3 Experience of diary management.
E4 Experience of clerking high level committees and meetings.

**Desirable**
F1 Experience in a HE customer service

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