Administrative Assistant

4 weeks ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
We are looking for a motivated, dynamic and proactive person to manage the day to day running of The School of Geographical and Earth Sciences school offices, across two sites, and provide comprehensive admin support to two research groups and various School Committees. This role will be based on campus, critical to our school community by managing cross school events and being the school contact for web content and Social Media updates. You will contribute to a high quality and comprehensive service that prioritises the staff and student experience.

**Main Duties and Responsibilities**-2. Provide front of house/School Office administration i.e. managing local room bookings, mail, deliveries, ordering of goods, key allocating/ security card accessing, updating school admin processes etc.
3. Manage school web content updates using T4 and point of contact for our various Social Media channels.
4. Ensure proactive admin support to two research groups: (scheduling seminars, web updates, organising and supporting workshops and providing admin support for group meetings when required, monitoring the research group budgets).
5. Assist teaching support team with a range of on course management at pinch points throughout the year.
6. Support organisation of School wide events and meetings, including accommodation and catering, working within an agreed budget.
7. Management of non-teaching room bookings within locally managed space.
8. Work with Head of Professional Services (HoPS) to implement school office admin processes, updating school handbook and managing the general admin teams site as a one stop depository for staff information.
9. Member of the professional administration team, undertaking other tasks when required.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**:
A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar or number of different roles or Scottish Credit Qualification Framework level 5 or 6 (National 5 or 6, SVQ level 2 or 3) or equivalent
A2 Excellent IT knowledge - Microsoft Office Suite (inc Teams/Forms)

**Desirable**:

B1 Knowledge of maintaining office systems for operational activity
B2 Evidence of training in use of spreadsheets or databases
B3 Knowledge of Web content platforms
B4 Awareness of GDPR and data management guidelines

**Skills**

**Essential**:
C1 Computer literate with demonstrable skill in the use of Microsoft Office (Word, Excel, Forms)
C2 Excellent communication (written and verbal) and interpersonal skills, demonstrating tact, diplomacy and the ability to maintain confidentiality
C3 Excellent organisational and time management skills, with an ability to work under pressure and to tight deadlines when required
C4 Ability to work pro actively and independently, as part of a team and with mínimal supervision
C5 A high degree of numeracy
C6 Self-motivation and the ability to maintain concentration while carrying out repetitive tasks
C7 Flexibility and able to adapt to changing situations with a willingness to learn new skills or working under pressure
C8 Excellent customer care and attention to detail

**Desirable**:

D1 Use of Web content platform such as T4 or equivalent

**Experience**

**Essential**:
E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression within the role/similar role

**Desirable**:

F1 Experience of events organisation
F2 Experience of updating websites and using social media
-

**Terms and Conditions**
Salary will be Grade 4, £21,197 - £23,715 per annum.
This post is full time (35 hours per week) and open ended.
As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.
As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.
3 A flexible approach to working.

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