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Administrative Executive Coordinator

2 months ago

Glasgow, Glasgow City, United Kingdom University of Glasgow Full time
Job Purpose

The primary objective of the Administrative Executive Coordinator role is to lead and manage a growing team of Operational Executive Assistants.

This position serves as a vital contact point for this function, ensuring consistency and standardization in service delivery across the institution following a comprehensive organizational restructuring.

The Administrative Executive Coordinator will also provide high-level administrative assistance to members of the Executive Committee.

Main Responsibilities and Duties

  1. To oversee 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 quality and consistency in service delivery.

  3. To deliver high-level administrative support to the Executive Committee members, which includes scheduling meetings, preparing agendas, documenting minutes, and managing correspondence.

  4. To serve as a central communication hub for Operational Executive Assistants, facilitating clear and effective dialogue within the team and with other stakeholders.

  5. To assist in coordinating 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 Operational Executive Assistant function.

  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, based on the needs of the team.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential

A1 Ability to demonstrate the competencies required to perform the duties associated with this position, 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 experience in personal development in a similar role.

Desirable

B1 Familiarity with the institution's systems and policies.

Skills

Essential

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 commitment to producing 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 Familiarity with process improvement principles.

Experience

Essential

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 managing unforeseen problems 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 open-ended (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 arrangements.
  4. A commitment to supporting your health and wellbeing, including a complimentary 6-month membership to UofG Sport for all new staff.

We believe that our full potential can only be reached 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 the Black, Asian, and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the institution.

For more information on how the institution promotes and embeds all aspects of equality and diversity within our community, please visit our website.

We are committed to investing in our organization and in you as well.