Project Administrator/executive Assistant

3 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To manage a comprehensive and specialist administrative support service to the Director of the James Watt nanofabrication Centre (JWNC) and the JWNC Team.

**Main Duties and Responsibilities**
1. To provide a high-level administrative and financial support service for the JWNC, by supporting and managing appropriate financial and administrative systems. Continually reviewing and developing systems and procedures to ensure their effectiveness. The role will involve close liaison with the Research Support Office and the Research Senior Financial Analyst and a close working relationship with the JWNC Leadership Team.
2. Support the JWNC Executive Team by proactively co-ordinating, organising and managing internal and external activity by providing executive PA support (including meeting preparation, minutes, reports briefings, presentations, progress notes, diary management).
3. Maintain the JWNC System ensuring it contains accurate and up-to-date grant information, extracting data from Cognos as required and liaising with PIs to ensure all details are correct.
4. Support the JWNC Director by checking the robustness of individual facility costing forms prior to sign off, liaising with facility users to address any discrepancies, and analysing data to track previous performance and usage of the facility compared to income.
5. Manage the end-to-end billing process for JWNC’s commercial partner KNT and internal recharging of EU project costs, using the Agresso system to ensure accuracy and taking any corrective actions as required. This includes developing and maintaining effective methods to easily track and report on eg ongoing accuracy of job costing sheets and cumulative technician usage.
6. Develop and provide monthly management reports to inform the JWNC Executive Group, on facility usage costs compared to income, grant sources by funder and facility user, CDT usage and projected income, PhD usage, and KNT position. Produce and present information to demonstrate performance and trends.
7. Support specific project requirements as required eg support EU audits, provide regular analysis of usage for commercial customers.
8. Develop and support the procurement process within the JWNC, working closely with technical team members and the transactions hub to ensure the effective administration of purchasing, acting as key link and advising staff on procedural requirements. Proactively monitor the procurement process and liaise with purchasing on key JWNC items ensuring orders are executed in timely manner.
9. To be a key point of contact for internal, external, and international stakeholders relating to all JWNC business.
10. Other appropriate tasks delegated by the Director of JWNC or line manager.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**
A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s). Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.
A2 Excellent IT skills including MS Office, particularly Excel, and financial management systems.

**Desirable**
B1 Knowledge and understanding of the University structure and of its broad policies, procedures, practices and rules.
B2 Knowledge of Agresso financial management system.
B3 Knowledge of Cognos research reporting tool.

**Skills**

**Essential**
C1 Proven data analytical skills and proven complex problem-solving skills.
C2 Influencing & negotiating skills.
C3 High level of IT skills, including Word, Excel and Outlook.
C4 Excellent organisational skills.
C5 Ability to take initiative, work proactively and to exercise independent judgement.
C6 Proven ability to prioritise and manage a demanding and varied workload and to work under pressure to meet deadlines.
C7 Excellent interpersonal skills including diplomacy, sensitivity and discretion with confidential information.
C8 Evidence of a high standard of written and oral communication skills.
C9 Proven ability to work to a high degree of accuracy.
C10 Ability to communicate well with a wide range of people.

**Experience**

**Essential**
E1 Sufficient relevant administrative experience with qualifications or significant relevant work experience without in a similar or related role.
E2 Experience of working independently and resolving unforeseen issues and challenges.
E3 Experience of committee clerking and minute-taking.
E4 Proven experience of problem-solving, planning, organising and setting priorities.

**Terms and Conditions**
Salary will be Grade 6, £32,332 - £36,024 per annum.
This post is full time (35 hours per week), and open ended.
As part of Team UofG you will be a member of a world changing, inclusive com

  • Project Administrator

    3 months ago

    Glasgow, United Kingdom McGregor Property Maintenance ltd Full time

    ''' **Duties**: - Provide administrative support to project managers and team members - Assist in the coordination and execution of project activities - Maintain project documentation, including contracts, invoices, and reports - Schedule and coordinate meetings, conferences, and travel arrangements - Prepare and distribute project-related communications...

  • Executive Assistant

    3 months ago

    Glasgow, United Kingdom Pertemps Network Group Full time

    **Executive Assistant**: - 232102075**£30,000 - £35,000 Per Annum** - Full Time**Permanent** **Glasgow, Glasgow City** **Administration** **Job Description**: **Executive Assistant** **Glasgow** **Full time, Permanent** **Up to £35k plus fantastic benefits!** Pertemps are delighted to bring to market a newly created Executive Assistant opportunity...

  • Executive Assistant

    3 weeks ago

    Glasgow, United Kingdom Pertemps Network Group Full time

    Executive Assistant/Personal Assistant to HR ManagerGlasgow city centreFull-time, Temporary (with potential for extension) minimum of 3-4 months, likely longer. 5 days a week in the office, 35 hours a week.Salary: Competitive, dependent on experience, up to c£35,000 About the Role:We are seeking a highly organised and proactive Executive Assistant/Personal...

  • Executive Assistant

    3 weeks ago

    Glasgow, United Kingdom Pertemps Network Group Full time

    Executive Assistant/Personal Assistant to HR ManagerGlasgow city centreFull-time, Temporary (with potential for extension) minimum of 3-4 months, likely longer. 5 days a week in the office, 35 hours a week.Salary: Competitive, dependent on experience, up to c£35,000 About the Role:We are seeking a highly organised and proactive Executive Assistant/Personal...

  • Executive Assistant

    2 weeks ago

    Glasgow, United Kingdom Pertemps Network Group Full time

    Executive Assistant/Personal Assistant to HR ManagerGlasgow city centreFull-time, TEMPORARY CONTRACT UNTIL 31ST JANUARY 2025 (with potential for extension)5 days a week in the office, 35 hours a week.Salary: Competitive, dependent on experience, up to c£35,000 About the Role:We are seeking a highly organised and proactive Executive Assistant/Personal...

  • Executive Assistant

    3 weeks ago

    Glasgow, United Kingdom Pertemps Network Group Full time

    Executive Assistant/Personal Assistant to HR ManagerGlasgow city centreFull-time, TEMPORARY CONTRACT UNTIL 31ST JANUARY 2025 (with potential for extension)5 days a week in the office, 35 hours a week.Salary: Competitive, dependent on experience, up to c£35,000 About the Role:We are seeking a highly organised and proactive Executive Assistant/Personal...

  • Executive Assistant

    2 weeks ago

    Glasgow, United Kingdom Pertemps Network Group Full time

    Executive Assistant/Personal Assistant to HR Manager Glasgow city centre Full-time, TEMPORARY CONTRACT UNTIL 31ST JANUARY 2025 (with potential for extension)5 days a week in the office, 35 hours a week. Salary: Competitive, dependent on experience, up to c£35,000 About the Role: We are seeking a highly organised and proactive Executive...

  • Executive Assistant

    3 months ago

    Glasgow, United Kingdom iOpt Limited Full time

    '''Duties''' - Provide high-level administrative support to executives in particular the CEO, including managing calendars, scheduling meetings, and making travel arrangements - Prepare and edit correspondence, reports, and presentations - Conduct research and gather information for various projects and initiatives - Coordinate and organize meetings,...

  • Executive Assistant

    3 months ago

    Glasgow, United Kingdom Staffscanner Full time

    **Executive Assistant (Expert Organiser!)** Do you love being organised and organising others? If you answered yes, then Staffscanner Ltd could have the perfect role for you. We are looking for an Executive Assistant to provide support to our Director(s) and COO. Staffscanner Ltd was founded in 2017 and is a leading, tech-enabled platform that brings...

  • Executive Assistant

    3 months ago

    Glasgow, United Kingdom Growmore recruitment Ltd Full time

    Job Overview: We are seeking a highly organized and detail-oriented individual to join our team as an Executive Assistant. As an Executive Assistant, you will provide administrative support to our executive team, ensuring smooth operations and efficient workflow. This is a full-time position based in our office. **Responsibilities**: - Perform various...

  • Project Administrator

    3 months ago

    Glasgow, United Kingdom University of Glasgow Full time

    **Job Purpose** This is a fixed term (36 months), full-time Project Administrator post on the Paratexts seeking Understanding project, funded by the Templeton Religion Trust and the School of Critical Studies. This project makes substantial subgrants to external partners and is highly collaborative. This position supports the research on this project through...

  • Project Administrator

    3 months ago

    Glasgow, United Kingdom H&MV Engineering Full time

    **Key Responsibilities**: - ** Project Support**: Assist project managers in the planning, execution, monitoring, and closing of projects. This includes preparing and maintaining project documentation, project schedules, and reports. - ** Administrative Duties**: Perform general administrative duties such as scheduling meetings, taking minutes, and managing...

  • People Services Administrator

    3 months ago

    Glasgow, United Kingdom Project People Full time

    Are you looking to work with a dynamic and innovative organisation known for fostering a collaborative and proactive work environment? We are currently seeking a talented Administrative Assistant to join the team on a 9-month contract with an immediate start! If you excel in a fast-paced, team-oriented setting and have a keen eye for detail, we want to hear...

  • Fms Project Administrator

    3 months ago

    Glasgow, United Kingdom Scottish Football Association Full time

    **Description**: The Scottish FA is seeking two bright, proactive individuals, on a 6 months fixed term basis, with the ability to work in a fast paced and challenging project and play an integral role in all aspects of the implementation and delivery of our online Football Management System (FMS) platform COMET, supplied by Analyticom. The FMS will service...

  • Executive Assistant

    3 weeks ago

    Glasgow City, United Kingdom Pertemps Network Group Full time

    Executive Assistant/Personal Assistant to HR ManagerGlasgow city centreFull-time, TEMPORARY CONTRACT UNTIL 31ST JANUARY 2025 (with potential for extension)5 days a week in the office, 35 hours a week.Salary: Competitive, dependent on experience, up to c£35,000 About the Role:We are seeking a highly organised and proactive Executive Assistant/Personal...

  • Executive Assistant

    3 weeks ago

    Glasgow City, United Kingdom Pertemps Network Group Full time

    Executive Assistant/Personal Assistant to HR ManagerGlasgow city centreFull-time, Temporary (with potential for extension) minimum of 3-4 months, likely longer. 5 days a week in the office, 35 hours a week.Salary: Competitive, dependent on experience, up to c£35,000 About the Role:We are seeking a highly organised and proactive Executive Assistant/Personal...

  • Executive Assistant

    3 weeks ago

    Glasgow City, United Kingdom Pertemps Network Group Full time

    Executive Assistant/Personal Assistant to HR ManagerGlasgow city centreFull-time, Temporary (with potential for extension) minimum of 3-4 months, likely longer. 5 days a week in the office, 35 hours a week.Salary: Competitive, dependent on experience, up to c£35,000 About the Role:We are seeking a highly organised and proactive Executive Assistant/Personal...

  • Executive Assistant

    3 weeks ago

    Glasgow City, United Kingdom Pertemps Network Group Full time

    Executive Assistant/Personal Assistant to HR ManagerGlasgow city centreFull-time, TEMPORARY CONTRACT UNTIL 31ST JANUARY 2025 (with potential for extension)5 days a week in the office, 35 hours a week.Salary: Competitive, dependent on experience, up to c£35,000 About the Role:We are seeking a highly organised and proactive Executive Assistant/Personal...

  • Administrative Executive Coordinator

    3 weeks ago

    Glasgow, Glasgow City, United Kingdom University of Glasgow Full time

    Job PurposeThe primary objective of the Administrative Executive Coordinator role is to lead and manage a growing team of Operational Executive Assistants.This position serves as a vital contact point for this function, ensuring consistency and standardization in service delivery across the institution following a comprehensive organizational...

  • Executive Assistant

    2 months ago

    Glasgow, United Kingdom NHS Scotland Full time

    Executive Assistant Glasgow - Bellahouston Park 30 hours per week £25,867 (pro rata) The Prince & Princess of Wales Hospice is a well-established charity, we have recently moved in our new purpose built home located within Bellahouston Park. The Hospice provides specialist palliative care for people with a life-limiting and progressive illnesses and...