Administrative Assistant, Cochno Farm

6 days ago


Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To provide efficient and effective secretarial and administrative support for operational activities at Cochno Farm and Research Centre.

**Main Duties and Responsibilities**
1. Responsible for the delivery of an efficient and effective administrative service to support the School’s activities at Cochno Farm & Research Centre, including liaison with key partners both internal and external to the School.
2. Using knowledge and judgement to provide first-contact resolution for general enquiries.
3. Contribute to a culture of continuous improvement through identifying and supporting the implementation of process improvements to enhance the student and staff experience.
4. Responsible for budget management for the farm and research centre and ensure maintenance of current balances and forecasts.
5. Collation and tender gathering for all consumables and equipment and ensure compliance with University procurement regulations.
6. Produce and analyse monthly/end of year financial reports on all estate and research accounts.
7. Process income from sale of cattle, sheep, milk, stabling and facility rental; raise sales invoices on a monthly basis for research income, facility rental and any other relevant income streams.
8. Purchasing Card authority and reconciliation (monthly limit £5,000).
9. Order pharmaceuticals, equipment, animal feed, animal bedding, vehicle related items, fuel, dairy chemicals & supplies, workwear, horticultural supplies, PPE etc., liaising with suppliers regarding product availability and delivery.
10. Maintain asset register, annual audit records and electronic animal records for Scot EID and continuous stock records, including farm management software and records.
11. Maintenance of all Scottish Government Rural Payments and Inspections Directorate (SGRPID) communications.
12. Provide assistance to Named Animal Care and Welfare Officer (NACWO) relating to ASPA conduct in communications with the Home Office.
13. Manage internal/external teaching space requirements; Organise the set up for Cochno House meetings, booking catering as appropriate, ensuring cleaning is carried out, set up and advise delegates/visitors on audio visual equipment.
14. Participate and clerk Cochno Steering Group meetings and monthly financial monitoring meetings.
15. Organisation and management of Extra Mural Studies (EMS) students
16. Uploading teaching information to Moodle (VLE); ensure provision of an up-to-date timetable of teaching on Cochno Farm.
17. Arrange & follow-up maintenance repair requests through Estates and Buildings, liaising with contractors arriving on site in relation to maintenance issues.
18. Act as first approver of staff overtime via Core HR.
19. Scan and send vehicle usage logs on a monthly basis to University Transport Services.
20. To undertake any other relevant duties appropriate to the post/grade subsequently allocated by the Head of Professional Services and/or line manager.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**
Essential
A1 SCQF Level 7 (HNC, VQ3, Highers, City & Guilds or equivalent) or ability to demonstrate the competencies required to undertake the duties associated with the level of post having acquired the necessary knowledge and skills in a similar role
A2 Advanced computer skills (including ECDL qualification)

**Skills**
Essential
C1 Strong organisational skills with close attention to detail.
C2 Ability to work under pressure, prioritise own workload and meet tight deadlines.
C3 Ability to work collaboratively to achieve team goals.
C4 Ability to prepare/provide written and financial reports, collate information/data and summarise.
C5 Excellent communication skills, both verbal and written, and highly developed and proven interpersonal skills.
C6 Proven initiative and judgement to multi-task and problem solve.
C7 Discretion and the ability to maintain confidentiality.
C8 Ability to respond and adapt to changing priorities.
C10 Ability to review and improve administrative procedures.
C11 Experience of analysing and/or evaluating specialised, but relatively straightforward, information or workflow processes, highlighting and prioritising issues for further investigation and preparing reports to support decision making.
C12 Excellent demonstrable knowledge of MS Word, Excel and the use of IT generally.

**Desirable**:

D1 Knowledge of University systems, eg Agresso, MyCampus, Core HR, Moodle, T4.
D2 Knowledge and understanding of University structures, policies, practices and procedures.
D3 Knowledge of farm control measures (H&S, animal welfare, zoonoses, farm management software).

**Experience**
Essential
E1 Extensive demonstrable relevant administrative experience or, without relevant qualifications, evidence of progression and development gained through relevant work experience in a busy office environment.
E2 Basic accounting experience.
E3 Demonstrable experience of working with a variety of stakeholders and


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