Administrative Assistant

1 month ago

Glasgow, United Kingdom University of Glasgow Full time

Job Purpose

To provide comprehensive secretarial and administrative support to the staff within the Forensic Medicine department and to ensure fulfillment of the Crown Office Contract and other activities. Main Duties and Responsibilities Audio typing of Post Mortem reports to be submitted to Procurator Fiscals, update and finalise these reports for completion against a pre-set time constraint to ensure that the criteria within the Crown Office Contract is adhered to on behalf of the University. To carry out a range of secretarial and administrative duties including communicating effectively and efficiently with staff, students, visitors, external agencies and members of the public and assisting with general enquiries. Maintain the filing and scanning of Post Mortem paperwork ensuring that all information with relation to cases is entered and updated on the bespoke database accurately. Administering a large amount of electronic documents ensuring they are stored within the bespoke database and internal folder structure. Responsible for handling of all paperwork and maintenance of information input and output in the department's database to ensure reliable and accurate data. Responsible for handling and processing reports for pathology cases and the distribution of these ensuring that target deadlines are met following stringent procedures for ensuring their accuracy and confidentiality. To provide cover in the absence of colleagues as and when required and any other duties that may be assigned to ensure the smooth running of the office. Responsible for writing and updating annually a number of administration procedures ensuring they are completed within timescales Responsible for ensuring office machinery and consumables are suitably available and in working order. Diary management and clerical support for meetings, occasional attendance at meetings and taking minutes. To purchase goods using the University procurement system (Agresso) and the reconciliation of all corresponding paperwork. Knowledge/Qualifications Essential: A1. 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. Or: 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 roleA2 Strong knowledge of and excellent skills in IT, including all Microsoft packages and databasesA3 Knowledge of medical terminology Desirable: B1 European Computer Driving LicenceB2 Forensic service knowledge Skills Essential: C1 Excellent audio transcribing and copy typing speeds and accuracyC2 Accurate keyboard skillsC3 Excellent secretarial and administrative skillsC4 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 secretarial or administrative role.C5 An awareness of the issues around confidentiality and dealing with sensitive materialC6 Ability to multi-task and maintain excellent attention to detail, e.g. speed, accuracy and precision in all areas including data entryC7 Ability to work to tight deadlines and prioritise a demanding workloadC8 Ability to use own initiative, work independently and as part of a team being pro-active in resolving issues with minimum supervisionC9 Courteous and efficient telephone manner and ability to communicate effectively and personably with staff and external contacts Desirable: D1 The ability to use AGRESSO back office and web requisitioning system Experience Essential: E1 Experience of working in a medical or legal establishment with knowledge of medical terminologyE2 Experience in a role that requires attention to detail and an awareness of the importance of accuracyE3 Significant experience of planning and organising own workload effectively to meet tight deadlines.E4 Experience of working in an establishment with time constraints and deadlinesE5 Experience of working with bespoke software packages and databasesE6 Experience of operating an electronic dictation system and accuracy in transcription thereof Desirable: F1 Purchasing/financial experienceF2 Experience of working in a higher education institution with knowledge of policies and procedures F3 Experience of minute taking

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