Pa to Mvls College Office

4 weeks ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To assist members of the MVLS senior management team within the MVLS College Office by providing in-person administrative and secretarial support and acting as a professional representative with internal and external contacts in a busy, professional office.

**Main Duties and Responsibilities**
1. Provide efficient and effective administrative and secretarial support to senior management within the MVLS College Office and support the smooth running of the physical office.
2. Manage diary and meeting schedules. Extensive electronic diary management for appointed members of senior management. Proactively identify and resolve diary clashes.
3. Arrange meetings with a wide variety of internal and external stakeholders, ensuring that all facilities are in place to ensure a smooth meeting, from room bookings, audio-visual equipment, catering, issuing invitations and tracking invitees’ attendance.
4. Prepare agendas and papers for meetings and ensure that all key actions are followed up in a timely manner. Clerk meetings and record concise minutes. Co-ordinate and progress appropriate follow-up actions and maintenance of action log/events schedule. Prepare for meetings, ensuring that all papers for meetings are collated and ready on time.
5. Manage files and other information for allocated members of the senior management, maintaining a fit-for-purpose electronic filing system, observing levels of confidentiality.
6. Organise travel arrangements for allocated members of the senior management team within the MVLS College Office and prepare comprehensive itineraries for travel.
8. Support members of the senior management team within the MVLS College Office in the preparation of PowerPoint presentations, and other materials for presentations, including collecting and collating information. This may include creating, managing and manipulating spreadsheets and databases.
9. Prepare and process expenses and travel claims as may be required.
10.Provide cover for other PAs in the MVLS College Office during absence, including the Head of College’s PA.
11. Undertake any other duties to support MVLS College Office senior management as and when required.

**Knowledge, Qualifications, Skills and Experience**

**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

**Desirable**
B1 ECDL qualification B2 Wide knowledge of the working procedures and requirements within the College and the University
B3 Certificate of PA training

**Skills**

**Essential**
C1 Excellent interpersonal skills with proven ability to represent senior management in a polite, professional and effective manner
C2 Excellent administrative and secretarial skills necessary to carry out duties.
C3 Ability to work independently and organise own daily workload without supervision, while successfully working as part of a small team
C4 Ability to exercise initiative, discretion and maintain confidentiality at all times.
C5 Resilient and able to adapt to frequent change.
C6 Excellent written and oral communication skills.
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.
C9 Ability to act calmly and methodically in a fast-paced and pressurised environment and to willingly provide cover within the team where necessary.

**Experience**

**Essential**
E1 Significant and demonstrable practical experience in a similar role.
E2 Experience of building effective working relationships with internal and external colleagues.
E3 Experience in managing a busy electronic diary and prioritising meetings.
-

**Desirable**
F1 Experience of in-house University processes and systems
F2 Experience of organising national and international travel
F3 Experience in clerking meetings and recording concise minutes and actions.
F4 Experience in using Zoom and Teams to both organise and attend meetings.

**Terms and Conditions**
Salary is Grade 5, £23,715 - £27,929 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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