John Smith Centre Administrator

3 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
The John Smith Centre Administrator will provide efficient, proactive and flexible administrative support to the Director, Centre Development Manager, and John Smith Centre staff across all the Centre’s activities.
As a core member of the team, the post holder will undertake a wide range of administrative duties including supporting the delivery of the Centre’s development programmes, events and research activities; acting as a point of contact for enquiries to the Centre; and maintaining the John Smith Centre office.
The Centre offers hybrid working, with staff splitting their time between attending work on campus and working remotely.

**Main Duties and Responsibilities**
1. Provide efficient, proactive and flexible administrative support to the Director, Centre Development Manager, and John Smith Centre staff to support the delivery of the Centre’s portfolio of work.
2. Support the delivery of our portfolio of development programmes, including assisting with recruitment, training, and evaluation activities; creating communications for participants and partners; answering queries; and monitoring timesheets.
3. Support the delivery of the Centre’s online and physical events, lectures and seminars, including monitoring registrations; creating marketing assets; liaising with suppliers; attendance at events; note taking; and captioning event recordings.
4. Act as a point of contact dealing with internal and external enquiries from programme participants and partners, university staff, the public, supporters, the media, and related organisations, providing advice and guidance related to the work of the Centre and ensuring more in-depth enquiries are referred to the appropriate person.
6. Support the maintenance of the Centre’s website, social media accounts and other forms of publicity, including the online Research Hub.
7. Facilitate and co-ordinate meetings ensuring all necessary pre-meeting arrangements are in place, for example, booking of appropriate room; preparation and distribution of agenda and associated papers; post-meeting actions; preparation of Minutes etc, as appropriate.
8. Provide diary management support and organise travel and relevant insurances, visas, etc. for staff, board members, programme participants and partners, liaising as necessary with travel agents, internal colleagues and external institutions/companies. Prepare comprehensive itineraries in advance of travel and process expense claims in a timely manner.
9. Support the induction of new members of staff including producing induction packs, arranging equipment, and setting up meetings with key stakeholders.
10. Maintain the John Smith Centre office including organising the installation of equipment, raising IT and estates requests for staff and ensuring they are resolved appropriately. Liaise with internal colleagues and external suppliers to purchase equipment, stationery and other supplies as required, raising purchase orders and following processes.
11. Liaise with the Development & Alumni Office to deliver the Centre’s fundraising and alumni-engagement strategies and plans.
12. Contribute to a culture of continuous improvement by suggesting service improvements and implementing new processes to enhance quality of service.
14. Undertake any other reasonable duties as required by the team.

**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.
A2 Excellent working knowledge of Microsoft packages, including Excel, Outlook, Word, Power Point and Teams.

**Desirable**:

B1 Knowledge of the University’s various systems, processes, and departments.
B2 Familiarity with the John Smith Centre, our mission, and activities.
B3 Knowledge of British and Scottish politics.

**Skills**

**Essential**:

C1 Meticulousness, excellent planning and organisational skills and the ability to work to tight deadlines.
C2 Ability to use initiative and judgement to resolve issues independently and make informed decisions effectively.
C3 Ability to prioritise and respond effectively to planned and reactive work requests
C4 Proven interpersonal, communication (oral and written) and customer service skills, and an open and friendly manner.
C5 Ability to work both independently and flexibly as part of a high performing team.
C6 Excellent attention to detail and to production of accurate, high-quality outputs.
C7 Tact, diplomacy, discretion, and ability to maintain confidentiality.
C8 Excellent IT skills consistent with the needs of the role.

**Experience**

**Essential**:

E1 Demonstrable relevant work experience with qualifications above or evidence of progression and development gained through working in a similar role
E2 Experience of creating external and interna

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