College Administration

**Job Purpose**-
**Main Duties and Responsibilities**

**General**
1. Delivery and support of corporate and ad hoc projects and initiatives, working with the Executive Officer to the Vice-Principal (EOtoVP) and other senior colleagues, as required.2. Responsible for researching and collating information and drafting reports, analysis and correspondence, tailoring language, style and content, as appropriate.3. Proactive and effective engagement with a wide range of relevant stakeholders, exercising diplomacy and discretion, and knowledge of College and University priorities.4. Support the organisation and management of engagements and events, ensuring they are planned and delivered to a high standard, including managing any logístical and financial elements where necessary.**Support for governance and compliance**
5. Take a leading role in the development, maintenance, and communication of constitutional information, policies and processes related to the College, in consultation with senior colleagues and key stakeholders.6. Manage the development and maintenance of the College SharePoint, housing key information (meetings calendar, contacts lists, structure charts etc), constitutions for key committees and a scheme of delegation.7. As required, manage the administration of College committees and fora, including the development of agenda and cycles of business, paperwork preparation and action-tracking, and the taking of accurate, high-quality minutes.8. Manage and facilitate the processing of Freedom of Information and related requests on behalf of the College and take a leading role in the development, maintenance and communication of processes to underpin the management of records, personal and shared filing and internal IT systems, in line with good practice and University Information Management and Information Security requirements.9. Work with the University’s Risk Management function, and senior colleagues in the College, to maintain the College’s strategic risk register and associated processes.10. Responsible for the day-to-day oversight of health & safety across College Administration teams and facilities, developing and coordinating a network of local health & safety coordinators and fire safety coordinators/wardens, and allocating duties as required, aligning work with relevant colleagues in schools and central University teams, and managing the work of the College Health & Safety Committee Operations Committee.**Support for College administration and processes**
11. Play a key part in the management of the College estate and related projects, considering space allocation needs, maintenance and repairs, and escalating issues to relevant colleagues and teams in the University, as appropriate.12. Provide proactive and responsive support to College Administration functions, including the management of procurement and financial processes and oversight of projects and tasks related to the College’s equipment and resources, working with other relevant colleagues and teams.13. With a focus on continuous improvement, plan, monitor and evaluate key tasks and processes, and propose and implement improvements, efficiencies and creative solutions, in consultation with senior colleagues and key stakeholders.14. Act as a key, central point of contact in the College, providing advice and guidance to colleagues, resolving complex issues, and escalating or redirecting enquiries as appropriate.15. Supervise and, as appropriate, line manage staff in roles supporting College Administration functions; responsible for developing the skills and expertise of any direct reports, ensuring that appropriate training is undertaken.**Other duties**
16. Engage in reasonable professional development activities and contribute to the development and support of less experienced colleagues, as appropriate.17. Support the delivery of the College’s and University’s strategic plans and promote the University’s values within the context of the role and its duties.18. Undertake other duties as reasonably required by the EOtoVP, the DoPS&Ops and the Vice-Principal & Head of College.**Knowledge, Qualifications, Skills & Experience**

**Knowledge/Qualifications**

**Essential**:

A1 Either: Ability 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(s). Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.**Desirable**:

B1 A general appreciation of the structure, mission and values of the University of Glasgow.B2 Experience of working in a large, complex organisation and/or experience of working in a higher or further education setting with knowledge of university systems and processes.B3 Experience of budget and financial manage