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Executive Support Assistant to Head of School

2 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To efficiently and effectively support the Head of School of Humanities by providing excellent administrative and secretarial support and acting as a professional representative with internal and external contacts and key stakeholders.

**Main Duties and Responsibilities**
1. To work on own initiative, dealing with a wide range of complex processes and devise solutions based on experience and judgement, ensuring a high level of customer service at all times.
2. Provide efficient and effective administrative and secretarial support to the Head of School of Humanities within the College of Arts.
3. Provide high-level administrative support to update and maintain confidential records, files and databases whilst observing University and College policies and procedures relating to the control of confidential information.
5. Prepare agendas and papers for meetings and ensure that all key actions are followed up in a timely manner. Prepare for meetings and operate an efficient bring forward system, ensuring that all papers for meetings are collated and ready timeously. Clerk meetings as required.
6. Managing files and other information: develop and maintain a fit-for-purpose electronic/paper filing system. Ensure efficient filing process and organisation. Maintain files, observing strict levels of confidentiality.
7. Organise travel arrangements: liaise with the Head of School to book appropriate travel and accommodation arrangements as and when required. For external meetings, prepare the itinerary for travel.
9. Provide support in the preparation of PowerPoint presentations, and other materials for presentations, including collecting and collating information. This will include creating, managing and manipulating spreadsheets and databases.
10. Assist the Head of School in collecting and collating information.
11. Responsible for preparing and processing expenses and travel claims as required.
12. Within the University’s HR system, process Manager Requests and record sickness absence as required.
13. Determine short and longer term priorities, planning and scheduling workload to ensure operational efficiency and adherence to deadlines.
14. Assist with and undertake any other administrative procedures supporting the work of the Head of School.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge /Qualifications**

**Essential**
A1 Scottish Credit and Qualification Framework level 7 (Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent - one of which must be in English.

**Desirable**
B1 ECDL qualification.
B2 Wide knowledge of the working procedures and requirements within the University.

**Skills**

**Essential**
C1 Excellent interpersonal skills with proven ability to represent senior management in a polite, professional and effective manner.
C2 Excellent administrative and secretarial skills necessary to carry out duties.
C3 Ability to work independently and organise own daily workload without supervision.
C4 Exercise initiative, discretion and maintain confidentiality at all times.
C5 Resilient and able to adapt to frequent change.
C6 Excellent written and oral communication skills.
C7 Excellent IT skills and proficient in the use of Microsoft Office and Outlook, including the use of Excel, Word and PowerPoint.
C8 Ability to handle and prioritise diverse tasks, meeting tight schedules while providing a consistently positive and responsive service.
C9 Ability to discharge personal responsibilities in a self-sufficient manner while successfully working as part of a small team.
C10 Ability to act calmly and methodically in a fast-paced and pressurised environment and to willingly provide cover within the team where necessary.

**Experience**

**Essential**
E1 Sufficient, relevant experience with appropriate qualifications OR substantial, relevant experience without qualifications, including experience of general administration and running an office, dealing with correspondence and liaising with staff both internal and external.
E3 Experience of working as a Personal/Executive Assistant and experience of working for senior management.
E4 Experience in managing a busy electronic diary and prioritising meetings.
E6 Experience in clerking meetings and recording concise minutes and actions.
E7 Experience of organising national and international travel.

**Desirable**
F1 Supervisory experience or experience of coaching staff you do not directly line manage.
F2 Experience of in-house University systems, including eRecruitment, Core HR, Agresso, etc.

**Other**
Ability to treat confidential and sensitive matters with absolute tact and discretion.
This role is varied and there is a high volume of work on a daily basis in this senior office. Flexibility is required in order to ensure that work is completed for often tight deadlines.

**Terms and Conditions**
Salary will be Grade 5, £24,715 - £28,929 per annum (pro rata).
This post is part time (17.5 hours