Personal Assistant to The Head of School

**Job Purpose**
The postholder will deliver a proactive, efficient and flexible range of support services and administrative activities, primarily to the Head of School but also to support other School Executive officers. This will include significant forward planning, interacting with key internal and external contacts, using initiative and judgement to solve problems, acting as the professional representative for the Head of School and proactively and independently managing work in a fast-paced environment.

**Main Duties and Responsibilities**
1. Proactive management of the Head of School’s diary, exercising considerable discretion and knowledge of 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, preparation and distribution of agenda and associated papers, post-meeting actions, preparation of notes/minutes etc., as appropriate.
6. Using own initiative and judgement to solve problems and queries, escalating as appropriate to the Head of School or other senior colleague.
7. Support other members of the School Executive (approximately 7 colleagues) as and when required, for example for scheduling key meetings or collating information.
8. Liaise with HR colleagues to arrange interview panels and related meetings for the recruitment of new academic colleagues; produce information and provide induction support for new colleagues.
9. Coordinating responses to FOI and SAR enquiries including cross-School data collection.
10. Understanding and interpreting numerical reports, such as workmodel summaries, with the ability to input, amend and review data as required.
11. Interacting with accrediting bodies such as the Law Society of Scotland, both responding to queries and requesting information/input as required.
12. Contribute to a culture of continuous improvement by suggesting service improvements and implementing new processes to enhance quality of service.
13. Undertake any other reasonable duties as required by the Head of School, Deputy Head of School or Head of Professional Services.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**:
A1 Scottish Credit and Qualification Framework level 7 (Advanced Higher/SVQ Level 3, HNC) or equivalent _and/or_ 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.

**Desirable**:

B1 Knowledge and understanding of the HE sector.

**Skills**

**Essential**:

C1 Excellent communication and customer service skills.
C2 The ability to plan, organise and prioritise effectively, respond to changes in demands and/or pressures, delivering work to standard and within deadlines.
C3 The ability to work both independently and flexibly as part of a high performing team.
C4 Excellent stakeholder management skills, with the ability to build productive working relationships with a wide range of colleagues (academic and MPA) in the School, College, University and externally.
C5 Ability to act with diplomacy and discretion at all times.
-

**Desirable**:

D1 Knowledge of University software packages (CMIS, MyCampus, Moodle etc.).

**Experience**

**Essential**:

E1 Experience of providing PA support to a senior manager/leader.
E2 Experience of implementing and following policies and procedures.
E4 Experience of clerking meetings, e.g. scheduling and booking, preparing agendas and documents in advance, taking notes and following up actions.

**Desirable**
F1 Experience of working in a higher educational environment.
F2 Experience of providing additional support to a multi person team e.g. a School Executive or management group.

**Terms and Conditions**
Salary will be Grade 5, £26,038 - £30,505 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, 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.