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Operations Leadership Support Administrator

4 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
The post holder will be part of the Senior Leadership Support Team and support the delivery of a range administrative, business and operating functions within the School. This will involve a range of operational and administrative activities to support the School Senior Leadership 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 School Senior Leadership 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, operational and secretarial duties and assisting with managing queries in a timely and appropriate fashion.
2. Supporting the development and delivery of a service excellence metrics framework to allow the assessment of service performance, to identify and implement key opportunities for improvement. Coordination of School-wide operational activities, supporting ongoing projects across a wide range of core areas.
3. To provide operational support to the School Senior Leadership 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, and the maintenance of service records and information with a key focus on continuous improvements that can be made to service quality.
4. 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.
5. 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.
6. 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.
7. To provide support on the School’s accreditation processes, working in partnership with colleagues and external bodies to ensure process compliance and co-ordination, supporting high quality submissions.
8. Undertake any other reasonable activities dependent on the needs of the customer/team and as directed by the Operations Manager.

**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 organisation.
E3 Experience of minute taking and circulating documents for internal meetings.
E5 Analytical and problem solving ability. Proactive approach to problem-solving; able to take initiative within agreed guidelines.
E6 The ability to work within a team and as an individual, organising and p