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Administrative Operations Supervisor
2 months ago
The primary objective of the Executive Administrative Coordinator position is to oversee and manage a growing team of Operational Executive Assistants.
This role serves as a crucial point of contact for the administrative function, ensuring consistency and standardization in service delivery across the institution following a recent organizational restructuring.
The Executive Administrative Coordinator will also deliver high-level administrative assistance to members of the Executive Committee. Key Responsibilities 1.To supervise the performance of the Operational Executive Assistants, offering guidance, support, and mentorship to promote effective and efficient operations.
2.To establish and uphold standardized processes and procedures for administrative functions throughout the institution, ensuring uniformity and quality in service delivery.
3.To provide high-level administrative assistance to the Executive Committee members, which includes organizing meetings, preparing agendas, documenting minutes, and managing correspondence.
4.To serve as a central communication hub for Operational Executive Assistants, fostering clear and effective dialogue within the team and with other stakeholders.
5.To aid in the coordination of special projects or initiatives within the institution, collaborating with various stakeholders to ensure successful execution and timely completion.
6.To guarantee a seamless transition and continuity of administrative support during periods of staff turnover, leave, or other absences within the team.
7.To actively contribute to the institution's success and propose ideas for continuous improvement as opportunities arise.
8.To undertake any other reasonable tasks as directed by the Operations Manager, depending on the needs of the team.
Knowledge, Qualifications, Skills and Experience Essential Knowledge/Qualifications A1 Ability to demonstrate the competencies required for this role, having acquired the necessary knowledge and skills in a similar capacity, or:
A2 A Scottish Credit and Qualification Framework Level 7 (Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate) or equivalent, along with relevant experience in a similar role.
Desirable B1 Familiarity with the institution's systems and policies. Essential Skills C1 Strong leadership capabilities.C2 Confident decision-making abilities.
C3 Highly developed communication and interpersonal skills (written, listening, and verbal). C5 Excellent planning, prioritization, and organizational skills.
C6 Ability to work independently and collaboratively within a team.
C7 Exceptional attention to detail and the production of accurate, high-quality outputs.
C8 Analytical and critical thinking skills with a proactive approach to problem-solving.
C9 Capacity to manage multiple tasks simultaneously while maintaining a high level of accuracy and attention to detail.
Desirable D1 Understanding of how operational activities influence and impact the achievement of both unit-level and strategic objectives.
D2 Ability to engage with process improvement principles. Essential Experience E1 Demonstrable relevant work experience in a personal assistant or administrative role.E2 Proven experience in leading or mentoring teams/individuals with a focus on continuous improvement.
E3 Experience in providing business support to senior management within an organization.
E4 Experience in independently addressing unforeseen challenges and circumstances. Desirable F1 Proven knowledge of the higher education sector and contemporary sectoral issues.
F2 Previous experience in line management within a fast-paced, responsive environment. Terms and Conditions Salary will be Grade 6, £32,332 - £36,024 per annum. This position is full-time (35 hours per week) and permanent.
As a valued member of our community, you can expect: 1. A welcoming and engaging organizational culture, where your talents are nurtured, and success is celebrated. 2. An excellent employment package with generous terms and conditions, including 41 days of leave for full-time staff, pension benefits, and discount packages. 3. A flexible approach to working. 4. A commitment to supporting your health and wellbeing, including a complimentary 6-month membership for all new staff.
We believe that our full potential can only be achieved through the talents of all. Equality, diversity, and inclusion are at the core of our values.Applications are particularly encouraged from individuals across our communities, especially those from underrepresented groups.
Read more on how the institution promotes and integrates all aspects of equality and diversity within our community. We are investing in our organization and in you. Please visit our website for further information.