Administrative Assistant

1 month ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To provide comprehensive, high level administrative support for the efficient and effective administration of the School of Biodiversity, One Health & Veterinary Medicine undergraduate programmes.
This post will encompass administrative support for the continual development and delivery of the BSc/BSc \[Hons\] / MSci Veterinary Bioscience programme in the School of Biodiversity, One Health & Veterinary Medicine including examinations and course administration, thus promoting continuous improvement in administrative processes that are key to the quality of that experience for all undergraduate students on the School programmes and meets the requirements of our accrediting bodies.

**Main Duties and Responsibilities**
1. To contribute to the ongoing development and assessment of, and implement new administrative systems required for the BSc/BSc\[Hons\]/MSci Veterinary Bioscience undergraduate programme in conjunction with the Programme Director(s), course leaders and teaching teams.
- 2._ To be the first point of contact for all queries in relation to the BSc/BSc\[Hons\]/MSci Veterinary Bioscience programme, resolving issues on behalf of the Undergraduate School Manager, Programme Director(s) and Course leaders etc.
3. To be responsible for all pre-course administration including: preparing programme and course information documents; establishing and maintaining course Moodle and Mahara pages; preparation of timetables, (including room bookings) and MyCampus class scheduling.
4. Manage all on-course administration including; monitoring student attendance and follow up non-attendees (ensuring appropriate medical and other evidence is obtained for Board of Examiners), preparation of electronic and printed teaching material, manage arrangements for coursework/essays and distribute/collate course evaluation questionnaires.
5. Organise and clerk the Programme Board meetings, the scheduling and clerking of student focus groups plus course team meetings ensuring progression of appropriate follow-up actions.
6. Manage the assessment process of assigned courses, including formative and summative assessments (1st and 2nd diet). Compile and check accuracy of examination papers in liaison with academic staff, ensuring all submission deadlines are met.
7. Liaise with external examiners, including arrangements for review of draft papers, co-ordination and organisation of visits and preparation of selected examination scripts and assessed materials to be made available to the external examiners, co-ordinate all exam marks and publish them on MyCampus
8. Clerk Board of Examiners meetings and provide all relevant documentation to aid decision making.
9. Maintain detailed literature on all aspects of Quality Assurance including the production of student questionnaires and collate summary statistics as feedback for course lecturers. Ensure that Quality Assurance Good Practice policy is adhered to as required for Academic Audit
10. Responsibility for producing and analysing data reports from course evaluation questionnaires and providing data for School Annual Monitoring Summary.
11. Responsible for the administration of all the BSc lectures and editing as required on the Echo 360 lecture capture system.
12. To undertake other administrative duties assigned by the Undergraduate School Manager in relation to the smooth running of the Undergraduate School and tasks assigned by the Programme Directors.

**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 IT knowledge and skills, including Microsoft Office packages, in particular advanced excel skills.

**Desirable**
B1 Educated to degree level or equivalent
B2 A wide knowledge of the University’s management systems, e.g. MyCampus, CMIS, Moodle, EvaSys B3 Knowledge and understanding of Virtual Learning Environments (VLE) (e.g. Moodle & Mahara).

**Skills**

**Essential**
C1 Excellent administrative skills.
C2 Excellent interpersonal skills (written and verbal) - to communicate positively and
pleasantly with others using telephone, written word or in person.
C3 Organisational and time management skills - ability to manage and prioritise a busy workload, responding to changing pressures as appropriate, acting calmly and methodically within a pressurised environment, meeting tight deadlines while providing a positive and responsive service.
C4 Proven analytical, problem solving and client need interpretation skills.
C5 Flexibility and willingness to adapt to changes.
C6 Tact, diplomacy, discretion and confidentiality.
C7 Able to work with minimum supervision and as part of an extended team.
C8 Able to work proactively, multi-task and to use initiative.
C9 Excellent attention to detail.
C10 Commitment to continuous personal improvement.

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