Operations Management Assistant

2 weeks ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
The post holder will be part of the School Operations Team and support the delivery of a range administrative, business and operating functions within the School. This will focus a range of secretarial and administrative activities to support the HR function within the School, as well as the development and implementation of key operating processes. The post holder will also act as a key contact to a range of internal and external customers supporting the efficient day to day running of the School.

**Main Duties and Responsibilities**
1. To provide administrative support in order to ensure the efficient running of HR activities within the School. This will include contributing to the development and implementation of process improvements and a service catalogue for the SPS Operations Team, and the maintenance of HR records and information with a key focus on continuous improvements that can be made to service quality.
2. Coordination of relevant Committee dates and schedules, planning in advance in liaison with other key contacts. This will involve administrative and secretarial support to the Executive, School Committees, Subject Area Staff Meetings (and other meetings as directed by School Executive member/Operations Manager) working with the Chair to prepare and disseminate agenda and papers, minute in a standardised way across the School.
3. To be a key contact for new colleagues joining the School and to work with them to coordinate and carry out key onboarding requirements. This will also involve progressing any follow up actions and to ensure all GDPR protocols are adhered to.
4. To prepare professional business documents, presentations, reports and correspondence using standard formats, information from University systems and other appropriate sources, much of which will be confidential in nature and require strict University records management protocols and relevant General Data Protection Regulations to be adhered to, including the appropriate storage, archiving and destruction as per agreed retention schedules.
5. To act as a representative for internal and external contacts and to take appropriate action upon their own initiative where possible to ensure all issues are dealt with effectively. This will involve liaising with stakeholders across the School, College and University Services, as well as external resources to diagnose and troubleshoot any service-related issues.
7. To provide excellent customer service to internal and external stakeholders and to contribute to the enhancement of the University's international profile in line with the Universities strategic plan.
8. Undertake any other reasonable activities dependent on the needs of the customer/team and as directed by the Operations Manager.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**:

A1 Ability to demonstrate the competencies required to undertake the duties associated with this post, having acquired the necessary knowledge and skills in a similar role, or:

A2 A 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.

**Desirable**:

B1 A CIPD qualification
B2 Knowledge of higher education policies and procedures.

**Skills**

**Essential**:

C1 Excellent planning, prioritising and organisational skills.
C2 Significant, demonstrable ability to produce management reports from various data sources.
C3 Ability to develop a range of written and/or graphical materials such as guidance notes, procedures, briefings and short reports.
C4 Proven ability to develop new processes and procedures.
C5 Proven interpersonal and communication (oral and written) skills.
C6 Tact, diplomacy and discretion.
C7 Able to work proactively, multi-task and to use initiative in order to resolve problems.
C8 Able to work independently and as part of a team.
C9 Excellent attention to detail and to production of accurate, high quality outputs.
C10 Effective IT and numeracy skills, especially in Excel.

**Desirable**:

D1 Ability to understand the way operational activity influences and impacts on the achievement of both unit-level and strategic goals.
D2 Ability to understand and engage with process improvement principles.

**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 working with and providing business support to senior management in an organisation.
E3 Experience of identifying relevant information from a variety of sources to develop process, procedures and guidance documents.
E4 Experience of maintaining management information systems and databases, and of analysing the data they produce.
E5 Analytical and problem solving ability. Proactive approach to problem-solving; able to

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