Executive Support Administrator

**Job Purpose**
Working as part of the Estates Planning and Administration Team within the Executive and Leadership Support group, and reporting to the Executive Support Lead, the post holder will contribute to the delivery of a professional business support service to the Directorate's Executive and Leadership teams, planning work schedules, itinerary and commitments to optimise time, mitigate competing business demands and support senior colleagues effectively fulfil business priorities and meet organisational deadlines.

**Main Duties and Responsibilities**
1. Provide professional administrative business support to members of the Executive and Leadership Teams, filtering and managing enquiries on their behalf, owning appropriate enquiries and ensuring timely and appropriate responses.
2. Provide high quality committee support for a number of Directorate and University committees including working with Convenors to agree agenda content, collate and disseminate papers and attending meetings to clerk and record accurate minutes.
3. Undertake preliminary research, data and information gathering from a wide range of internal and external sources, frequently acting independently to respond on behalf of senior colleagues.
4. Undertake extensive and complex diary management, meeting co-ordination and administration, travel planning and event/project management.
5. Schedule and co-ordinate external meetings and events.
6. Prepare professional business documents, presentations, reports and correspondence using standard formats, gathering data and information from University systems and external sources.
7. Collaborate and liaise with a diverse network of internal and external colleagues and associates with whom members of the Executive and Leadership work, engaging in positive and productive communication and negotiation to ensure joint business requirements are met.
8. To administer information, records and documents, much of which will be confidential in nature, in line with best practice, University records management protocols and relevant General Data Protection Regulations, ensuring appropriate storage, archiving and destruction as per agreed retention schedules.
9. To assist in other areas of Directorate Support Services in the event of absence or increased service demand.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**:
A1 Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role or ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.
A2 High degree of computer literacy particularly in the use of Microsoft Office.

**Desirable**:
B1 European Computer Driving Licence (ECDL).

**Skills**

**Essential**:
C1 Excellent administrative skills.
C2 Excellent interpersonal and communication skills (both written and verbal).
C3 Excellent organisational, planning and time management skills with the ability to effectively prioritise and manage workload.
C4 Able to work independently with mínimal supervision and to work flexibly with colleagues.
C5 Able to manage and prioritise a range of complex task with competing demands to meet tight deadlines.
C6 Proactive flexible approach and ability to cope with the varying demands of the role.
C7 Exercise tact, diplomacy and discretion and maintain confidentiality at all times.

**Desirable**:
D1 Ability to utilise a range of software and systems such as Visio.

**Experience**

**Essential**:
E1 Proven, relevant administrative experience and demonstrable success in the provision of high-quality, professional business or PA services.
E2 Experience of supporting senior colleagues with a large portfolio of responsibility.
E3 Demonstrable relevant experience in planning, organising and optimising senior colleague work schedules.
E4 Demonstrable experience in the management of confidential and sensitive information and the ability to conduct business with absolute discretion and diplomacy.
E5 Experience in clerking a range of committees and boards working with Convenors to compile agenda and papers and working independently to produce concise, accurate minutes and action trackers.
E6 Experience in the use of Microsoft Office effectively.
E7 Experience of working effectively with multiple stakeholders and collaborating across organisational boundaries to achieve goals and objectives.

**Desirable**:
F1 Experience of working within the Higher Education Sector.
F2 Experienced in the use of Microsoft SharePoint.

**Terms and Conditions**

Salary will be Grade 4, £22,681 - £25,138 per annum.

This post is full time (35 hours per week) and open ended (permanent).

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellenc