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Administrative Support Specialist
2 months ago
As an Administrative Support Specialist, you will provide effective and efficient administrative support to the Geospatial Data Science Team at the University of Glasgow. Your role will involve working closely with the team lead to create and maintain relations with internal and external collaborators, monitoring outputs, organizing meetings and events, and reporting.
Main Duties and Responsibilities- Provide dedicated administrative support to the Geospatial Data Science Team.
- Support the project manager and team lead in creating and maintaining the delivery plan, GANTT chart, action logs, and other activities.
- Identify opportunities to improve administrative systems, processes, and procedures to enhance team management.
- Develop and maintain the team's website and handbooks, as well as manage social media content to support the team's marketing and communication strategy.
- Undertake other relevant management support duties as required.
- Be the first point of contact for all staff queries related to the team lead, including calendars, meetings, minutes, purchase orders, and communication.
- Use judgment to deliver a quality service, including answering queries, providing information and guidance, resolving issues, and alleviating concerns.
- Plan, coordinate, and manage administrative activities that support and maintain the delivery of activities assigned by the core management team and working groups' leads.
- Support the delivery, management, and administration of the researcher career development program and bid development.
- Ensure excellent service delivery to the team and visitors through travel booking and expenses.
- Work with the project manager to support and organize workshops, seminars, events, and conferences, and manage travel arrangements for UofG researchers and external visitors.
- Support operational financial processes, including raising purchase orders, processing student expense claim forms, and providing status reports as required.
- Support the administration of an effective recruitment program, including operational aspects of application data processing, assisting in monitoring progress, and maintaining the recruitment tracker database.
- Take minutes and manage all records and files associated with the team, liaising with the extended working groups' lead and advisory board.
- Update webpages, handbooks, and social media to support the team's marketing and communication strategy.
- Contribute to a culture of continuous improvement by identifying and supporting the implementation of process improvements to enhance the student and staff experience and participate in wider improvement projects.
- Perform other duties as requested, consistent with the grade level of the position and agreeing on appropriate prioritization of work with line management.
Essential:
- Able to demonstrate the competencies required to undertake the duties associated with this level of post, having acquired the necessary knowledge and skills through personal development and progression in a similar role(s).
- 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:
- Knowledge of the Geospatial ecosystem.
- Knowledge of UK Higher Education.
Skills:
- Proven skills in planning, organizing, and prioritizing effectively.
- Excellent interpersonal skills, able to handle sensitive situations with tact and diplomacy.
- Excellent communication skills, both oral and written.
- Excellent IT skills, including a detailed operational knowledge of spreadsheets and databases.
- Self-motivated with proven ability to work effectively with little supervision.
- Ability to work as part of a team.
- Proven ability to deliver projects on time to pre-determined deadlines.
Experience:
- Able to demonstrate the competencies required to undertake the duties associated with this level of post, having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s).
- Experience of dealing effectively with a wide range of customers and staff at all levels in an organization, using initiative and judgment to proactively resolve issues.
- Experience of working in and contributing to the effectiveness of the wider team while also meeting own goals and objectives.
- Experience of working with and handling large volumes of administrative data, records, and information.
Desirable:
- Experience of PGR or Research Services administration.
- Previous experience of other software packages supporting enquiry management, student records, and financial transactions such as My Campus, t4, Agresso.
Salary: Grade 5, £25,138 - £29,605 per annum.
This post is full-time (35 hours per week), with funding for up to 3 years in the first instance.
As a member of Team UofG, you will be part of a world-changing, inclusive community that values ambition, excellence, integrity, and curiosity.
As a valued member of our team, you can expect:
- A warm, welcoming, and engaging organizational culture, where your talents are developed and nurtured, and success is celebrated and shared.
- An excellent employment package with generous terms and conditions, including 41 days of leave for full-time staff, pension, benefits, and discount packages.
- A flexible approach to working.
- A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University.
We believe that we can only reach our full potential through the talents of all. Equality, diversity, and inclusion are at the heart of our values.
Applications are particularly welcome from across our communities and in particular people from the Black, Asian, and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University.
Read more on how the University promotes and embeds all aspects of equality and diversity within our community.
We endorse the principles of Athena Swan and hold bronze, silver, and gold awards across the University.
We are investing in our organization, and we will invest in you too.
