Project Administrator

4 months ago

Glasgow, United Kingdom University of Glasgow Full time

-Job Purpose
You will provide a broad range of high-level secretarial and administrative support services to the National Institute of Health Research (NIHR) Research and Innovation for Global Health Transformation (RIGHT-6) funded programme grant: Affordable Cardiac Rehabilitation: An Outreach Inter-Disciplinary Strategic Study (“ACROSS”). Based in the MRC/CSO Social and Public Health Sciences Unit, University of Glasgow, you will contribute to the achievement of ACROSS project strategic objectives by delivering a proactive, efficient, and flexible range of administrative activities. You should have significant relevant experience in a similar role, meeting organisation and support, including producing project and meeting materials and minute taking.
Main

**Responsibilities**:

- Proactively and confidently act as a primary point of contact for ACROSS team, filter issues and seek independent resolution.
Plan and prioritise work activities for the short, medium and long term, and exercise initiative and judgement to adjust priorities as required.
Provide secretarial and administrative support to the ACROSS project, including stakeholder management, managing and organising high volume inbox and correspondence.
Independently prepare documents, presentations and reports and coordinate professional communication on behalf of ACROSS project, with the support of the ACROSS Manager and Co-Chief Investigators and the Communications Manager (based at University of Manchester).
Facilitate and co-ordinate virtual and in-person ACROSS meetings ensuring all necessary pre-meeting arrangements are in place, for example booking of rooms, catering, equipment, preparation and distribution of agenda and associated meeting papers, preparation of minutes, dealing with expense claims, etc.
Proactively assist with the organisation and support of a range of ACROSS events (e.g. meetings, conferences, workshops).
Support the ACROSS Manager with management of records (e.g. Risk Register and Impact Log) and reporting to the funders (e.g NIHR Reporting and ResearchFish).
Support the ACROSS Manager with the financial management of the ACROSS budget, processing transactions and expenses and maintaining spreadsheets to ensure they remain up to date based on agreed reporting cycles.
To prepare and produce data reports and analysis as required using various software packages and virtual tools.
Provide administrative support to the ACROSS Manager and Chief Investigators as required.
Undertake other appropriate activities dependent on the needs of ACROSS project.
-These key tasks are not intended to be exhaustive but simply highlight several major tasks which the postholder may reasonably be expected to perform.
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: 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 administrative, secretarial and clerical skills, including minute-taking.
C2. Ability to communicate clearly orally and in writing to ensure effective reporting and customer service.
C3. Effective planning, organising and prioritising.
C4. Ability to undertake assigned tasks in a timely manner and acceptable standard.
C5. Meticulous attention to detail.
C6. Tact, diplomacy, discretion and confidentiality.
C7. Flexibility and willingness to adapt to changes.
C8. Initiative and judgement to resolve problems independently.
C9. Self-motivation.
C10. Ability to successfully work as a member of an international team.
C11. Ability to work to tight deadlines within a pressurised environment.
C12. Ability to contribute to on-going operational and procedural efficiency improvements in an office environment.
C13. Effective IT and numeracy skills.
C14. Detailed knowledge of relevant systems, equipment, processes and procedures including software packages.
Experience
Essential:

E1. Significant relevant experience in a similar role.
E2. Proven experience of complex diary management.
E3. Proven experience of meeting support, including experience of organising rooms, producing meeting materials and minute taking.
E5. Experience of processing financial transactions and maintaining accurate records of expenditure, including processing invoices, expenses, fees, monitoring budgets and raising requisitions.
Desirable:

F1. Prior experience of an administrative role supporting large, complex projects in Higher Education or similar.
F2. Experience of maintaining and editing web pages and using social media for work.
About ACROSS project
The overarching aims of this ambitious

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