Arc Administrator

**Job details**:

- Posted 15 January 2025
- Salary UofG Grade 4, £23,581 - £26,038 per annum.
- End date 02 March 2025
- LocationGlasgow
- Job Type Management Professional & Administrative
- Reference163893

**Job description**:
**Job Purpose**

As one of two Administrator Receptionists in the Advanced Research Centre (ARC), you will be responsible for carrying out a range of administration and reception duties efficiently and effectively to support the operational running of the ARC. The ARC is a high profile building and critical to delivering the University’s Research Strategy, with the role holder key to delivering a well-informed, professional administrative and reception support service for a wide variety of users, both internal and external to the University.

**Main Duties and Responsibilities**

1.Supporting the key work of the Business Operations Manager, responsible for a range of administrative, secretarial, financial and clerical support, carried out either at reception or elsewhere in the building. Provide advice and guidance to colleagues on systems and procedures, filter issues and seek resolution, adjust priorities as required and ensure the highest standard of customer service is provided.

Using the University procurement system (Agresso) raise requisitions for general supplies and items and services required by the ARC support team, reconciling all corresponding paperwork.

Assist with the preparation of reports and papers as required by researching, collating, drafting and editing material for inclusion as appropriate.

Manage a database of c. 550 ARC residents, liaising with academic and support staff across the building to ensure it is regularly updated and using the list as the primary source to create various staff contact directories.

Conduct regular audit of fire safety measures across the building.

Diary management for ARC operations staff as required, exercising judgment in relation to activities, including setting up meetings in response to requests from external contacts and internal colleagues. Proactive management of unconfirmed diary holds and scheduling conflicts.

2. Collate data on room occupancy and building usage using various sources. Analyse and interpret information, producing reports or dashboards in an appropriate format. Based on findings, resolve issues and make recommendations to senior management within the ARC to ensure room usage is optimised for the intended purpose of the ARC.

3. Produce and monitor content displayed on the network of ONELAN digital signage screens within the building. With guidance from ARC management, design screen layouts and mix content from various media sources to ensure relevant, current and eye catching content is displayed.

Maintain information screens/boards/stands in the vicinity of reception. Liaise with event organisers to ensure that videos and graphics for screens are received in the correct format and presented appropriately.

5. Manage the smart locker system provided across the building (600 plus lockers). Provide advice & guidance for users and analyse and resolve issues quickly & efficiently. Monitor the system usage, manipulating available data to prepare reports on usage by residents and visitors and following up on any anomalies or issues. Make recommendations to senior management on ways to improve ease of usage and to minimise future problems.

6. Provide comprehensive administrative and organisational support for a wide variety of events and festivals involving internal and external stakeholders held in the ARC. Duties may include supporting a sign in/welcome point, developing & producing electronic and directional signage, assisting delegates, liaising with event organisers regarding room layout and with catering providers, resolving issues quickly and effectively.

Work closely with the Events and Engagement Manager and Events and Exhibitions Producer to monitor events and space bookings, managing the events calendar to accommodate last minute changes and requests and avoid potential clashes. Participate in regular update meetings to assist with the planning and organisation of forthcoming events.

7. As the first point of contact for staff, students, visitors, contractors and members of the public, provide high quality reception support to ensure delivery of a professional and efficient service within the ARC. Using knowledge and experience, respond to a wide range of queries concerning all aspects of the ARC, providing clear and accurate advice, guidance & support and resolving issues independently.

Responsibility for ensuring the reception environment, atrium and level 2 meeting rooms are kept clean and tidy. Ensure that reception equipment and consumables are suitably available and in working order. Report and track printer faults and maintenance issues for the building as a whole. Provide initial IT and audio-visual support for meeting room users. Responsibility for the upkeep and maintenance of all m