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Section Administrator

4 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To provide effective and efficient administrative support to the Head of Clinical Dentistry and Clinical Dentistry Section within the Dental School including the planning, co-ordination, and liaison of timetabling for the undergraduate clinics. The primary place of work will be Glasgow Dental Hospital and School on Sauchiehall Street.

**Main Duties & Responsibilities**
1. Act as first point of contact for staff timetabling for specific undergraduate teaching clinics and using initiative and judgement to resolve issues independently.
2. Distribute timetables in a timely manner assuming responsibility for amendments/updates.
3. Responsible for ensuring
_ad hoc_ scheduling of additional teaching sessions out with the normal timetable.
4. Responsible for the distribution list of appropriate staff and ensuring regular communications and updates are issued.
5. Liaise with BDS Course Administrators (UofG) and Dental Nurse Managers (NHS GGC) to facilitate any changes to teaching sessions to ultimately ensure the smooth running of the planned undergraduate teaching.
6. Working closely with the Undergraduate Patient Co-ordinator to proactively organise and schedule patients to the clinic as required.
7. To co-ordinate arrangements for staff training sessions including the annual Restorative Training Day and Education Day in Clinical Dentistry.
8. Provide a high level of administration support for meetings, including scheduling and minuting of meetings, in accordance with procedural timeframes.
9. To administer sourcing of appropriate materials from a range of suppliers, ensuring timely purchasing and processing through the College finance team.
10. Provide input to tendering exercises for the supply of dental materials.
11. Organise and support diary management for the Head of Section and lead Restorative Dentistry as and when required.
12. Any other duties that fall within the area of the post, as allocated by the line manager, following consultation with the post holder.

**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 role

**OR**
A2 Scottish Credit and Qualification Framework Level 7 (Advanced Higher/Scottish Vocational Qualification Level e, Higher National Certificate) or equivalent and experience of personal development in a similar role

**Desirable**
B1 An appreciation of University policies and of working in an NHS setting and their impact on this role

**Skills**

**Essential**
C1 Strong organisational skills and ability to prioritise workload
C2 Strong oral and written communication skills
C3 Ability to use own initiative and work under mínimal supervision
C4 Excellent interpersonal skills; the ability to liaise with staff at all levels and from external organisations
C5 A creative and proactive approach to preventing and solving problems
C6 Ability to work as part of a team
C7 Accuracy and attention to detail
C8 High level of IT skills, including Word, Excel and Outlook

**Experience**

**Essential**
E1 Sufficient relevant experience in an education and/or an NHS department with qualifications listed in A1, or evidence of progression and development gained through sufficient years relevant work experience without qualifications
E2 Experience of financial processes

**Desirable**
F1 Experience of a professional undergraduate programme within a Higher Education establishment

**Terms and Conditions**
Salary will be 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.