Administrative Assistant

3 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To provide high quality administration for the Graduate School’s administrative and support function and processes to postgraduate research students (PGR), and academic and administrative staff.

**Main Duties & Responsibilities**
1. To proactively work with colleagues to maintain, and update the Graduate School’s webpages, including liaising with stakeholders for content and continually ensuring the website effectively communicates key information for relevant audiences.
2. Data and financial management, responsible for ensuring data is recorded, monitored, and processed appropriately and that internal and external requirements are met. Responsible for preparing data to other departments/units or to external agencies as required (Joint Electronic System returns for Research Councils). This will include keeping both student and associated financial records up to date by collating and comparing datasets and will involve maintenance of unregistered students and leave of absence periods.
3. To contribute and engage in the implementation of continuous monitoring and reviewing of service delivery across a range of activities (e.g., student training requirements, reporting on areas of good practice, areas for improvements, and student and staff feedback). This will include working on ways to enhance and maintain the management of student training records through annual review and liaison with key stakeholders on an ongoing basis.
4. Work closely with senior colleagues to ensure training activities are continually developed. To be responsible for maintaining an online training portal and online training events as well as oversight of in the classroom sessions for the supervisor community. This will involve actively working with stakeholders including PGR students and staff in supporting the development of new online platforms to deliver training throughout the student and supervisor journey.
5. Provide professional advice and guidance on the administration of theses to ensure that stakeholders, students, examination committees and supervisors fully understand the process for submission and examination of a thesis and the paperwork as required.
6. Act as main point of contact to manage the resolution or escalation of a range of enquiries and requests raised by students through several routes, providing information on. relevant processes and supporting information to effectively progress support calls within the team. This will include acting as clerk for various committees including Higher Degrees.
7. To maintain and regularly review the Postgraduate research student literature to promote and provide up to date information, including policies and procedures to staff and students.
8. Contribute to improving processes and enhancing the overall operation of the Graduate School to ensure that the service continues to meet an efficient and effective administrative service. This will include the servicing of appropriate committees or meetings and provision of minutes of discussions.
9. To undertake and assist with ad hoc projects and other relevant duties as required by the needs for the service.

**Knowledge/Qualifications**

**Essential**:

A1 Scottish Credit and Qualification Framework level 7(Advanced Higher / SVQ level 3, HNC) or equivalent.
A2 Knowledge of relevant administrative and support systems, process design and improvement, and monitoring.
A3 Good knowledge and understanding of relevant policies, legislation and regulations and their impact on the College and the University.

**Desirable**:

B1 Knowledge of national policies and initiatives that are impacting on the provision of research degree programmes and researcher careers in the UK.
B2 Understanding of sector-wide issues affecting the College of Medicine, Veterinary Medicine and Life Sciences and University.

**Skills**

**Essential**:

C1 Excellent organisational skills with ability to work independently and to prioritise own work using own initiative.
C2 Excellent report and minute writing skills.
C3 Good level of numeracy
C4 Analytical and problem-solving capability.
C5 High level of proficiency in IT including the use and manipulation of relational databases, student information systems, spreadsheets and other tools such as SharePoint and Moodle.
C6 Proven excellent interpersonal skills with high level of communication skills (oral, written and electronic).
C7 Attention to detail.

**Desirable**:

D1 Experience of using MyCampus or similar student systems.
D2 Experience of using financial packages such as Agresso or similar.
D3 Experience of using reporting tool such as Bi-Query or similar.
D4 Experience of maintaining website content of website using T4 or similar.

**Experience**

**Essential**:

E1 Experience of working in a busy administrative environment, dealing with a wide range of colleagues and different departments with conflicting priorities.
E2 Experience of service delivery and building customer relationships.

**D

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