Pa /administrative Assistant

**Job Purpose**
Responsible for delivering a proactive, efficient and flexible range of secretarial support and administrative activities. This will include significant forward planning, interacting with key internal and external contacts acting as the professional representative and proactively and independently managing work in a fast-paced environment.

**Main Duties and Responsibilities**
1. Proactive management of the diary, exercising considerable discretion and knowledge of the University priorities to ensure internal and external appointments are well planned and time is managed effectively.
2. Facilitate and co-ordinate meetings ensuring all necessary pre-meeting arrangements are in place, for example, booking of appropriate room; preparation and distribution of agenda and associated papers; post-meeting actions; preparation of Minutes etc, as appropriate
3. Organise travel and relevant insurances, visas, etc liaising as necessary with travel agents, internal colleagues and external institutions/companies. Prepare comprehensive
itineraries in advance of travel.
-6. Responsible for departmental purchasing activities which includes submitting purchase orders, journal transfers, credit card purchases and recording transactions through MiVision.
7. To review, update and manage the school webpage as appropriate.
8. To oversee and ensure all AV/IT and other equipment is functioning and reporting any repairs to equipment and the fabric of the building as required.
9. To review, monitor and update monthly financial spreadsheets tracking total expenditure and expenses against set budgets.
10. To support and contribute towards delivering a culture of continuous improvements and implementing new processes to enhance quality and effectiveness of the service.
11. Undertake and other reasonable duties as required by the team and department.
12. Engage in reasonable professional development activities as appropriate.
13. To contribute to the enhancement of the University’s international profile in line with the University’s strategic plan.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**:

A1 Ability to demonstrate the competencies required to undertake the duties associated with this post, having acquired the necessary knowledge and skills in a similar role.
**OR** 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**:

B1 Up to date knowledge of University policies and procedures, legislation, departmental best custom and practice.
B2 Knowledge of other University software packages [Agresso, Oracle-based platforms etc.] is desirable.

**Skills**

**Essential**:

C1 Good written, verbal communication and people skills (ie discretion, assertiveness and ability to handle difficult situations)
C2 Excellent and demonstrable organisational and prioritisation skills.
C3 High level of initiative and decision making to resolve issues and determine when to involve senior level management
C4 Accuracy and attention to detail
C5 Excellent IT skills with a good working knowledge of Microsoft Packages (e.g., word, excel, outlook and data security).
C6 The ability to work in a small team and to interact as team member in the broader Nursing School.

**Experience**

**Essential**:

E1 Experience of meeting minute taking.
E2 Numeracy and the experience of working with spreadsheets and financial reports.

**Desirable**:

F1 Experience of providing PA support to a senior stakeholder is desirable.

**Terms and Conditions**
Salary will be Grade 5, £25,138 - £29,605 per annum.
This post is full time and fixed term to cover maternity leave for up to 12 months or until the substantive postholder returns.

**For University of Glasgow applicants only** - The University would consider a secondment opportunity for this post.
**University of Glasgow** applicants should seek clearance for release for secondment from their line manager-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.