Administrative Assistant

1 month ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To provide effective and efficient operational and administrative support for Life Sciences undergraduate programmes and courses. To provide enquiry, information, advice, and front-line support service to prospective, new and continuing students. To support staff and colleagues involved in teaching and teaching administration.

**Main Duties and Responsibilities**-2. Facilitate and provide administrative support to members of the senior management team in the conduct of their duties, including scheduling and minuting of meetings, making room bookings, drafting documents and data gathering.
3. Responsible for working closely with Directors of Education and Course Coordinators to provide administrative support for degree programmes and courses, taking advantage of existing systems and technology to ensure high levels of service delivery and data quality. Organise and clerk committees as required ensuring documentation is issued in a timely manner, monitor and follow-up action points to conclusion and maintain committee action logs.
4. Be proactive in supporting undergraduate students throughout registration and enrolment, accurately update student records as required, and ensure all students are fully registered and enrolled on appropriate courses to fulfil their Plan rules. Responsible for reviewing and instigating appropriate follow-up actions to ensure records are maintained and accurately updated.
5. Support teaching staff with the management of assessment and feedback for courses and programmes and any additional course administration. Manage pre-session administration, and all teaching event bookings for courses on CMIS, and assist with timetabling as required.
6. Produce results from course evaluation questionnaires (EVASYS), collect SARDS (Summary and Response Documents), and provide data for student feedback and annual course monitoring reports.
7. Liaise with programme/course coordinators to ensure that specification documents are regularly reviewed and updated. Assist with the preparation of documentation for course and programme proposals in line with college and Life Sciences processes and timescales. Ensure all specifications are updated for publication in the University’s course catalogue.
8. Support student recruitment and conversion activities; attend Open Days; plan for programme and course induction meetings; prepare Course Moodle Information Documents for undergraduate programmes and courses, assist with maintenance of course Moodle sites.
9. Manage the attendance protocol, including for undergraduates with visa requirements, and maintain accurate records of engagement with studies.
10. Support the work of the other members of the team, including sharing work during periods of peak workload and staff absence to ensure that full support is available.
11. Engage in personal, professional and career development, to enhance knowledge and skills.
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**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**:

A1 Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, including Higher English or the 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.
A2 Excellent working knowledge of Microsoft Office.

**Skills**

**Essential**
C1Proven ability to work to and within deadlines, managing multiple complex tasks and processes simultaneously, to a high degree of accuracy.
C2Proven ability to work independently and organise own daily workload without supervision, whilst also being a strong team player.
C3 The ability to communicate effectively in writing to a high standard for the purposes of student documentation, correspondence, developing content for Moodle/web site.
C4 Excellent verbal communication and interpersonal skills, demonstrating tact, diplomacy, assertiveness to build excellent relationships with students and colleagues at all levels.
C5 Numerate with excellent IT skills, proficient in use of Microsoft Office 365 apps and ability to interpret, manipulate and present data.
C6 Able to work as part of a team to deliver excellent support to academic colleagues and students.
C7 Demonstrated ability to exercise initiative, discretion and maintain confidentiality always.

**Desirable**
D1 High level of competence in using University systems to manipulate, interrogate and update programme/course and student records and produce reports.

**Experience**

**Essential**
E1 Proven ability to act calmly, methodically and in good humour within a pressurised environment, meeting tight schedules while providing a positive and responsive service.
E2 Experience of excellent service delivery and building effective working relationships with internal and external colleagues.
E3 Proven analytical, organisational, planning and pr

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