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Administrative Assistant
2 months ago
**Job Purpose**
Responsible for the planning, co-ordination, liaison and administrative implementation of all related activities and initiatives in support of the Bachelor of Nursing (Hons) Degree programme.
**Main Duties and Responsibilities**
1. Act as the first point of contact for undergraduate students, providing advice and guidance, using own judgement to resolve any issues or escalate where required.
2. Provide administrative support to the undergraduate (UG) programme staff and students, working with minimum supervision, to ensure the smooth running of the undergraduate programme. Liaise with guest lecturers, External Examiners and students involved in the Bachelor of Nursing (Hons) Degree programme.
3. Ensure that BN course and programme handbooks, and other appropriate documentation, are updated/formatted annually.
4. Co-ordinate assessment related activities for the UG programme, including liaising with External Examiners, preparing examination papers, and assisting with the preparation of exam board paperwork.
5. Act as Lead Timetabler for Nursing & Health Care, liaising with the Central Timetabling Team directly re teaching space. Also responsible for booking local rooms within the School.
6. Advise lecturers on matters relevant to their course/programmes. Distribute timetables assuming responsibility for amendments/updates. Support academic staff with general maintenance of Moodle sites.
7. With regards to practice learning placements (PLE):
(a) Arrange clinical placements for all BN students by directly liaising with academic staff and the Clinical Placements Unit, Glasgow Caledonian University (GCU). Ensure that the Quality Management of the Practice Learning Environment (QMPLE) platform accurately reflects student placement allocations.
(b) Assume responsibility for preparing, updating, dissemination and return of student Practice Assessment Documents (PADs).
(c) Act as point of contact for students on general placement related matters, including being the first point of contact for students reporting absence, travel problems etc.
9. Provide a high level of administration support for UG meetings, including scheduling and minuting of meetings, in accordance with procedural timeframes.
10. Provide support for UG and postgraduate graduation events.
11. Administrative lead responsible for maintaining the relevant aspects of the N&HC School website, ensuring visibility of all programmes, courses and scholarships.
12. Provide administrative support for any study abroad/student exchange initiatives.
13. Provide administrative support to admissions officer including scheduling interviews and liaising with central admissions and service users.
14. Any other duties that fall within the area of the post, as allocated by the line manager, following consultation with the post holder.
**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**
A2 Scottish Credit and Qualification Framework Level 7 (Advanced Higher/Scottish Vocational Qualification Level e, Higher National Certificate) or equivalent and experience of personal development in a similar role.
**Desirable**:
B1 Up to date knowledge of University policies and procedures, legislation, departmental best custom and practice.
**Skills**
**Essential**:
C1 Good written, verbal communication and people skills (ie discretion, assertiveness and ability to handle difficult situations)
C2 Excellent and demonstrable organisational and prioritisation skills.
C3 High level of initiative and decision making to resolve issues and determine when to involve senior level management
C4 Accuracy and attention to detail
C5 Excellent IT skills with a good working knowledge of Excel and data security.
C6 The ability to work in a small team and to interact as team member in the broader Nursing School.
**Desirable**:
D1 Knowledge of UofG bespoke IT systems.
**Experience**
**Essential**
E1 Experience of minute taking and excellent writing skills, to include the ability to grasp the main points of a meeting and capture these concisely in a note.
E2 Numeracy and the experience of working with spreadsheets and financial reports.
**Terms and Conditions**
Salary will be Grade 5, £25,138 - £29,605 per annum.
This post is full time and open ended.
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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