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Administrative Support Specialist

1 month ago

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

As an Administrative Support Specialist, you will provide effective and efficient administrative support to the Geospatial Data Science Team at the University of Glasgow. You will work closely with the team lead to create and maintain relations with internal and external collaborators, monitor outputs, organize meetings and events, and report on team activities.

Main Duties and Responsibilities
  1. Provide dedicated administrative support to the Geospatial Data Science Team.
  2. Support the project manager and team lead in creating and maintaining the delivery plan, GANTT chart, and action logs.
  3. Identify opportunities to improve administrative systems, processes, and procedures to enhance team management.
  4. 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.
  5. Undertake other relevant management support duties as required.
  6. Be the first point of contact for staff queries related to the team lead, including calendars, meetings, minutes, purchase orders, and communication.
  7. Use judgment to deliver a quality service, including answering queries, providing information and guidance, resolving issues, and alleviating concerns.
  8. Plan, coordinate, and manage administrative activities that support the delivery of team activities.
  9. Support the delivery, management, and administration of the researcher career development program and bid development.
  10. Ensure excellent service delivery to the team and visitors through travel booking and expenses.
  11. Work with the project manager to support and organize workshops, seminars, events, and conferences, and manage travel arrangements for UofG researchers and external visitors.
  12. Support the operational financial processes, including raising purchase orders, processing student expense claim forms, and providing status reports.
  13. 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.
  14. Take minutes and manage all records and files associated with the team, liaising with the extended working groups lead and advisory board.
  15. Update webpages, handbooks, and social media to support the team's marketing and communication strategy.
  16. Contribute to a culture of continuous improvement by identifying and supporting the implementation of process improvements to enhance the student and staff experience.
  17. Perform other duties as requested, consistent with the grade level of the position and agreeing on appropriate prioritization of work with line management.
Knowledge, Qualifications, Skills, and Experience

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.
  • 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.
  • 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.