Executive Support Assistant to Head of School

3 weeks 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

  • Executive Officer to the Vice Principal and Head of College for MVLS

    6 days ago

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

    This position is full-time and open ended (permanent).We have an exciting opportunity for an Executive Officer to the Vice Principal and Head of College for MVLS.The Vice Principal and Head of College of MVLS (HoC) is responsible for developing and implementing the College's strategic vision and the Executive Officer role supports the HoC with the execution...

  • Executive Officer to the Vice Principal and Head of College for MVLS

    6 days ago

    Glasgow, United Kingdom University of Glasgow Full time

    This position is full-time and open ended (permanent). We have an exciting opportunity for an Executive Officer to the Vice Principal and Head of College for MVLS. The Vice Principal and Head of College of MVLS (HoC) is responsible for developing and implementing the College’s strategic vision and the Executive Officer role supports the HoC with the...

  • Undergraduate Medical School Office Assistant

    1 month ago

    Glasgow, United Kingdom University of Glasgow Full time

    **Job Purpose** As an assistant administrator you will be flexible to work across a variety of administrative activities in support of the G5 Administrator, the Head of Professional Services (HoPS), the Head of School (HoS), and other senior academics. **Main Duties and Responsibilities** 1. Providing PA support, duties such as diary management, meeting...

  • Deputy Head of Undergraduate Medical School

    1 month ago

    Glasgow, United Kingdom University of Glasgow Full time

    **Job Purpose** The Deputy Head of the Undergraduate Medical School (UMS) for MBChB Year 3-5 will support the Head of the UMS in the provision of academic leadership and overall management in the development and delivery of teaching, research and other activities within the School to ensure it produces graduates who are fully equipped with the knowledge and...

  • Executive Officer to The Vice Principal and Head of

    5 days ago

    Glasgow, United Kingdom University of Glasgow Full time

    **Job Purpose** The Vice-Principal and Head of College of Medical, Veterinary & Life Sciences (HoC) is responsible for developing and implementing the College’s strategic vision and the Executive Officer role supports the HoC with the execution of their objectives. The HoC has a responsibility for leading the governance of the College, executing key...

  • Academic Support Officer

    1 month ago

    Glasgow, United Kingdom Glasgow School of Arts Full time

    Applications are invited for an **Academic Support Officer (1.0 FTE) **within** **the School of Innovation and Technology at the Glasgow School of Art. You will be based at our Glasgow campus. Reporting to the Academic Support Manager, the Academic Support Officer will be responsible for the following: - Supporting the School of Innovation and Technology...

  • Executive Assistant

    1 month ago

    Glasgow, United Kingdom Reed Business Support Full time

    **Executive Assistant, Glasgow** **Salary - £30000 - £35000** Communication is key in any business, and that's why we're looking to recruit a well organised, forward-thinking individual to help our busy Exec Team. This brand-new role within the growing Property Management team, presents an opportunity to support ourdirectors within our vibrant and...

  • Academic Support Officer

    1 month ago

    Glasgow, United Kingdom The Glasgow School of Art Full time

    Academic Support Officer (1.0 FTE) Applications are invited for an **Academic Support Officer (1.0 FTE) **withinthe School of Innovation and Technology at the Glasgow School of Art. You will be based at our Glasgow campus. Reporting to the Academic Support Manager, the Academic Support Officer will be responsible for the following: - Supporting the School...

  • Pupil Support Assistant

    4 weeks ago

    Glasgow, United Kingdom Jordanhill School Full time

    Jordanhill School is a unique and leading grant-aided state school situated in the west end of Glasgow, ideally placed to take advantage of all the opportunities which the area offers. With circa 1050 pupils from 4 to 18, the School is a vibrant and forward-looking community; our pupils enjoy excellent academic education whilst getting involved in an...

  • Teaching Support Administrator

    4 weeks ago

    Glasgow, United Kingdom University of Glasgow Full time

    **Job Purpose** The Teaching Support Administrator will work as part of the School of Physics & Astronomy’s Teaching Support Team (TST). They will be responsible for providing comprehensive, high level administrative support, information and advice to students, academic and support colleagues across the School and university. **Main Duties and...

  • Executive Assistant

    1 month ago

    Glasgow, United Kingdom Royal College of Physicians and Surgeons of Glasgow Full time

    **Executive Assistant - £23,466.30 - 35 hours per week** **About Us** We are looking for an experienced Executive Assistant to join our team. The Royal College of Physicians and Surgeons of Glasgow is a worldwide community of inspiring health professionals working together to advance the profession and improve patient care. Together we’re a force for...

  • Head of Student Engagement

    4 weeks ago

    Glasgow, United Kingdom University of Glasgow Full time

    **Job Purpose** The University of Glasgow is committed to the wellbeing and success of its students. As a member of the Student Support and Wellbeing leadership team, the **Head of Student Engagement** plays an important part in achieving this, working with colleagues to transform services and making a significant contribution to the Glasgow student...

  • Domestic Assistant

    1 month ago

    Glasgow, United Kingdom Glasgow School of Arts Full time

    **The Glasgow School of Art are looking to recruit a Domestic Assistant to be based at our Highlands and Islands Campus in Forres, Moray.** The successful applicant will be an experienced domestic assistant, with a broad knowledge of cleaning and domestic duties within public areas, restrooms, offices and working areas such as studios and workshops. An...

  • School Administrator

    1 month ago

    Glasgow, United Kingdom University of Glasgow Full time

    **Job Purpose** In conjunction with the other School course administrators, to provide comprehensive administrative support to academic staff and students for the efficient operation of Learning and Teaching within the School of Modern Languages & Cultures (SMLC) To work towards continuous improvement and harmonisation of administrative process across the...

  • Graduate Teaching Assistant

    18 hours ago

    Glasgow, United Kingdom University of Glasgow Full time

    **Job Purpose** To effectively and efficiently undertake a range of duties associated with the teaching of full time and part time students and associated administration as requested by the Head of School/Subject in order to contribute to the College/School/Subject Area objectives. **Main Duties and Responsibilities**-2. To contribute to the development of...

  • Executive Assistant

    1 month ago

    Glasgow, United Kingdom Pertemps Network Group Full time

    **Job Description**: Our client, a highly respected Public Sector establishment, based in Glasgow city centre, require an Executive Assistant on a temporary basis for 3 to 6 months. The salary for the position is £14.86 per hour, working Monday to Friday 37 hours per week. Working from home predominantly but some office working in Glasgow city centre will...

  • Domestic Assistant

    4 weeks ago

    Glasgow, United Kingdom Glasgow School of Arts Full time

    The Glasgow School of Art is seeking to appoint two Domestic Assistant's to join the Estates team on a permanent basis, based in Glasgow. The successful applicant will be an experienced, enthusiastic domestic assistant, with a broad knowledge of cleaning and domestic duties within public areas, restrooms, offices and working areas such as studios and...

  • Heads of Division

    2 days ago

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

    The University of Glasgow has been at the forefront of change, excellence and innovation for over 570 years and today we are one of the world's top 100 universities. Our history is bound up with that of Glasgow and Scotland, but we are also outward-looking, international and keen to achieve our vision of being a world-class, world changing university, as set...

  • Head of Strathclyde Institute of Education

    1 month ago

    Glasgow, United Kingdom University of Strathclyde Full time

    **Salary Range**: Commensurate with experience **FTE**: 1 **Term**: Open Contract **Closing Date**: 22/04/2024 The University of Strathclyde is a leading international technological university that is socially progressive, inspired by our founder’s vision of a ‘place of useful learning’, and we are making a positive difference to the lives of our...

  • Resourcing Support Assistant

    1 month ago

    Glasgow, United Kingdom University of Glasgow Full time

    **Job Purpose** **Main Duties and Responsibilities**: - To provide effective administrative assistance in support of key elements of the staff recruitment process. - Manage the referencing process for each new hire, ensuring referees are appropriate and responses satisfactory. - Generation and distribution of standard reports regularly and to the relevant...