Safeguarding Administrator

3 weeks ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
Working with the Safeguarding Manager and Safeguarding Officers, the Administrator will be responsible for; the development and oversight of administrative systems and procedures, record keeping and liaison with academic and professional staff, coordination and clerking of meetings and general administrative support to underpin the triage and case management of Safeguarding referrals.
The Administrator will act as a first point of contact for enquiries and referrals. The post holder will be expected to respond sensitively, with a high degree of discretion and diplomacy, strict confidentiality, and the empathy needed to deal on a regular basis with troubled individuals calmly and effectively.
The post holder will also support the administration of the Fitness to Study procedures. Organising panel meetings, providing note taking support and liaising with panel members and students to collate and circulate relevant information.

**Main Duties and Responsibilities**
1. Development and oversight of all relevant administrative systems and processes underpinning Safeguarding referrals, to ensure that accurate records are kept and archived, and that reliable data and information is available and accessible.
3. Manage the maintenance of relevant web pages ensuring the availability of accurate and up to date information.
4. Manage requests for attendance at meetings and events and assist with the coordination of effective comms and marketing information for the Safeguarding Team.
6. Work with minimum supervision regarding all office administration and clerical duties and systems to ensure the smooth running of the office; recording and processing correspondences, processing student case files and general administrative work. This includes monitoring service mailboxes and telephone lines and responding to general enquiries. Identifying and escalating matters that require senior level input and to ensure that enquiries are dealt with in a timely manner.
7. To provide clear information and advice for students and staff directing them to sources of practical help so that they can make confident and effective use of services, while being mindful of departmental policies and procedures, for example, confidentiality and data protection.
8. To retrieve student data from the university's student record system MyCampus, and to input data to the department's database (Ivanti) ensuring accurate and comprehensive client data collection. To produce accurate reporting to inform operational decision making and the provision of regular updates to be shared with University management, enabling oversight and ensuring transparency.
9. To raise and approve requisitions, pay invoices, issue goods received notes and carry out other financial processing using the Agresso financial software.
10. To support new colleagues when they join the team, sharing knowledge and role information.

**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, and experience of personal development in a similar role.
A3 A good understanding of data protection compliance and working with confidential information
A4 An understanding of the Equality Act, particularly in relation to Higher Education
A5 Knowledge and understanding of financial record keeping and maintaining budget databases.

**Desirable** B1 Knowledge of the University systems, e.g. MyCampus, Ivanti, T4 and Agresso B2 An understanding of the mental health challenges in Higher Education

**Skills**
Essential
C1 Accuracy and attention to detail C2 Ability to collate data and compile reports, ability to manage databases
C3 Excellent time management skills and ability to prioritise a busy workload.
C4 Aptitude for using own initiative and ability to work independently C5 Effective and clear written and oral communication skills
C6 Discretion and ability to maintain confidentiality C7 Creativity, adaptability and resilience
C8 Proficient in problem solving and trouble shooting.
C9 Commitment to continuous improvement
C10 Excellent IT skills

**Experience**

**Essential**
E1 Extensive relevant experience within an administrative role
E2 Experience of Microsoft Office packages and of web editing
E3 Experience of providing outstanding customer service in a fast paced environment E4 Experience of dealing effectively with a range of stakeholders
E5 Experience of financial processes and budget management
E6 Experience of collaborating and prioritising work to deliver an efficient service.
E7 Experience of implementing new working practices.

**Desirable**
F1 Experience of working in a higher or further education setting.

**Terms and Conditions**
Salary will be Grade 5, £24,715 - £28,929 per annum.
This post is full time (35 hours per week) and open ended.
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