Business Support Assistant

5 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
Reporting to the Head of Business Support, this post will provide operational, administrative and financial support for The Hunterian.
The postholder will follow established processes and standard instructions to provide day-to-day operational support and provide high quality reception services for The Hunterian at the offices in Kelvin Hall.
As part of the Business Support Team, this role will be expected to support the Head of Business Support in optimising and standardising the support services that the team provides to The Hunterian.

**Main Duties and Responsibilities**-2. To provide day-to-day practical office support requirements of the Kelvin Hall office including: the receiving, sorting and sending of mail/parcels; the issuing and timely return of ASVA/ICOM cards; maintenance of daily sign-in sheets; confidential waste management; the cleaning and maintenance of the coffee machine and photocopier, and ensuring adequate supplies and provisions.
3. To be responsible for The Hunterian's diary management of room bookings for Kelvin Hall and coordinating activities in these rooms, including making arrangements for catering when required.
5. To utilise the Agresso finance accounting system to process routine requisitions, providing purchasing support for the administrative team when required.
6. To provide office and facilities maintenance support, follow process notes for raising KH office maintenance requests and AV fault reporting for the KH Lecture Theatre and Seminar Rooms and liaising with appropriate parties to resolution. To provide troubleshooting services regarding AV systems in the Hunterian Board Room and Small Meeting Room.
7. To provide support to The Hunterian Operations Group including scheduling of meetings and note taking, and to be responsible for maintaining the Health & Safety tracker, records and training logs.
8. To become a Hunterian Fire Warden and First Aider.
9. To liaise with Kelvin Hall Front of House, providing weekly timetable of room bookings for University spaces.
10. To oversee the maintenance and administrative processes related to the use of the Reading Room. This will include management and control of security access cards, locker key maintenance, maintenance of the MS Team for communication with users, ensuring the room is adequately stocked, and to act as the main point of contact for users to deal with any equipment, resources or facility issues, liaising with IT services as required.
11. To contribute to the development of systems and processes to make the reception and administration of operations more effective.
12. To undertake any other reasonable duties as required by the team.

**Knowledge, qualifications, skills and experience**

**Knowledge/Qualifications**

**Essential**:

A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post gained through working in a similar role. Or: Scottish Credit and Qualification Framework level 4 in English and Mathematics [National 4 or equivalent, and some experience of working in a similar role.
-

**Desirable**:

B1 Knowledge of University processes, systems and structures.
B2 European Computer Driving Licence (ECDL).

**Skills**

**Essential**:

C1 Good administrative skills with accuracy and attention to detail.
C3 Ability to organise and prioritise workload and plan ahead with minimum supervision.
C4 Ability to communicate clearly, clarifying requirements, responding to colleagues and customers.
C5 Ability to demonstrate initiative, and exercise judgement to resolve problems independently.
C6 Ability to work effectively as part of a team.
C7 Ability to undertake assigned tasks in a timely manner and to an acceptable standard.

**Experience**

**Essential**:

E1 Relevant work experience gained in a busy office environment providing administrative and operational support.
E2 Experience of planning and organising own workload effectively to meet deadlines.
E3 Experience of diary coordination and diary management.

**Desirable**:

F1 Experience of using financial accounting software - e.g. Agresso.
F2 Experience of troubleshooting and assisting customers to resolve issues with AV/IT equipment.

**Terms and Conditions**
Salary will be Grade 3, £21,900 - £22,681 per annum pro rata.
This post is part-time (27.5 hours per week, Monday to Friday), 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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