Operational Executive Assistant

3 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 involve a range of secretarial and administrative activities to support the School Executive Team to facilitate the balance of their full range of professional and management responsibilities, 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 administration of HR, facilities and other operations processes.

**Main Duties and Responsibilities**
1. To provide administrative and business support to The School Executive Team to facilitate the balance of their full range of professional and management responsibilities. This will involve active management of correspondence, diary management and scheduling, undertaking administrative and secretarial duties and assisting with managing queries in a timely and appropriate fashion.
2. To provide administrative and business support to The School Executive Team to facilitate the balance of their full range of professional and management responsibilities. This will involve active management of correspondence, diary management and scheduling, undertaking administrative and secretarial duties and assisting with managing queries in a timely and appropriate fashion.
3. 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 Team Leader) working with the Chair to prepare and disseminate agenda and papers, minute in a standardised way across the School.
4. To provide operational support to The School Executive Team in order to ensure the efficient running of operational 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 service records and information with a key focus on continuous improvements that can be made to service quality.
5. 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.
6. 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 Team Leader.

**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 Knowledge of higher education policies and procedures.

**Skills**

**Essential**:

C1 Excellent planning, prioritising and organisational skills.
C2 Ability to develop a range of written and/or graphical materials such as guidance notes, procedures, briefings and short reports.
C4 Proven interpersonal and communication (oral and written) skills.
C5 Able to work proactively, multi-task and to use initiative in order to resolve problems.
C6 Able to work independently and as part of a team.
C7 Excellent attention to detail and to production of accurate, high quality outputs.
C8 Effective IT and numeracy skills, especially in Word and Excel.

**Desirable**:

D1 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 organisa

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