Administrative Assistant

4 weeks ago

Glasgow, United Kingdom University of Glasgow Full time

Administrative Assistant

**Job purpose**
To provide a comprehensive range of high quality administrative support to the Deputy Director of College Professional Services (DDoCPS), and senior staff in the College Graduate School.

**Key Duties and Responsibilities**
1. Providing efficient and effective administrative support to Deputy Director of College Professional Services including proactive diary management, exercising considerable discretion and knowledge of University priorities to ensure appointments are well planned and time is managed effectively.
2. Facilitating and co-ordinating meetings ensuring all necessary pre-meeting arrangements are in place, for example, booking of appropriate room; preparation and distribution of agenda and associated papers; post-meeting actions; preparation of minutes etc, as appropriate. Coordinate and progress appropriate follow-up actions and maintain action log/events schedule.
3. Manage teaching and support staff recruitment administration, liaising with the Local Resourcing Coordinator, arranging interviews and completing necessary paperwork.
4. Providing advice, guidance and assistance to teaching staff on the recruitment of temporary teaching staff (Demonstrators and Tutors) including organising the paperwork and liaising with the recruitment team.
5. Providing advice and assistance to Senior and Graduate School Teaching staff with purchasing.
7. Engage in personal, professional and career development, to enhance knowledge and skills.
8. Undertake other duties of equivalent standing as assigned by Line manager or DDoCPS

**Knowledge, Qualifications, Skills and Experience**

**Knowledge /Qualifications**

**Essential**
A1 Either: 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 role. Or: 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**
B2 Wide knowledge of the working procedures and requirements within the College and the University

**Skills**

**Essential**
C1 Excellent interpersonal skills and communication skills, both written and oral
C2 Excellent administrative, secretarial, and clerical skills.
C3 Ability to work independently and organise own daily workload without supervision
C4 Ability to exercise initiative, discretion and maintain confidentiality at all times.
C5 Resilient and able to adapt to frequent change.
C7 Excellent IT skills and proficient in the use of Microsoft Office and Outlook, including the use of Excel, Word and PowerPoint.
C8 Ability to handle and prioritise diverse tasks, meeting tight schedules while providing a consistently positive and responsive service.

**Experience**

**Essential**
E1 Experience of providing administrative support within a complex organisation.
E2 Experience of general administration, dealing with correspondence, and liaising with a diverse range of people both internal and external to the organisation.
E3 Experience of clerking meetings and recording concise minutes and actions
E4 Experience of complex diary management using Outlook, including its use for information management purposes.

**Desirable**
F1 Experience of in-house University processes and systems
F2 Experience in using Zoom and Teams to both organise and attend meetings.

**Terms and Conditions**
Salary will be Grade 5, £25,138 - £29,605 per annum.
This post is full time 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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