Administrative Assistant

Job Purpose To provide a proactive and efficient range of administrative support within the School of Infection and Immunity. Postholder will primarily be involved in supporting senior learning and teaching academics with administrative support and also providing support to 3 newly appointed Thematic Directors within the School. Postholder will also provide general administrative support to the Head of Professional Services (HoPS) and Admin Team Supervisor by overseeing various tasks, including PGR activities, organising ad hoc events, clerking School meetings (including School Exectuive Group, Athena Swan, Town Halls), generalist support, financial activities and ensuring a flexible, multifunctional admin support for all School academics. Postholder will provide PA cover, to the Head of School, this will involve overseeing diary management and meeting arrangements. This is a busy role in a fast paced environment and postholder will require to work proactively and as part of a team, ensuring all enquiries are dealt with efficiently and effectively. Main Duties and Responsibilities 1. Work as part of a multifunctional team, assist in the provision of administration support for all the day to day general administrative tasks in support of academics, eg monitoring of enquiries inbox, room bookings, taxi bookings, processing expenses, travel and accommodation arrangements, placing order requests, organising research away days, maintain building email distribution list. 2. To oversee the teaching support required from senior academics within the School. Being proactive in liaising with academics on the assistance required and providing an efficient and fully supported administrative resource. 3. Working as part of the team, provide proactive diary management for the Director of School, exercising considerable discretion and knowledge of the University priorities to ensure internal and external appointment are well planned and time is managed effectively. 4. Working as part of the team, facilitate and co-ordinate meetings on behalf of the Director, ensuring all necessary pre-meeting arrangements are in place (eg booking venue, arranging zoom links, advance preparation and distribution of papers). 5. To support Admin Team Supervisor with PGR activities such as managing viva arrangements, overseeing administration of PGR applications, responding to queries, liaising with Supervisors, updating applications on MyCampus, overseeing Annual Progress Reviews, acting as point of contact for PGR students, participating in regular PGR meetings. 6. To act as clerk for various School meetings, including School Executive Group, Athena Swan, Health and Safety, Town Hall meetings and any other ad hoc meetings. Ensuring that accurate minutes are kept and any follow up actions arising from such meetings are dealt with. 7. Be responsible for managing and organising ad hoc events such as research away days, conferences, workshops, PGR poster days, and any other events as required. 8. To support the collation of data around budget spent, access charges, animal licenses and other expenditure. To support the main Financial Administrator and the Building Managers at the end of the financial year with balancing the School general funds spend. 9. As part of the team, oversee the School enquiries inbox and proactively respond to enquiries in a timely manner, ensuring accurate information is provided and referring any non-standard enquiries to the appropriate channel. 10. To work closely within the School admin team, communicating effectively with HoPS and line manager and provide all round administrative cover as and when required. 11. Any other duties as required in support of the School admin team. Please note that as part of your application you must address and demonstrate how you meet EACH of the essential / desirable criteria. If you do not address each criteria in the format explained above you will not be shortlisted for interview. Knowledge/Qualifications Essential A1. Scottish Credit and qualification Framework level 7 (Advanced Higher/Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role. A2. Strong IT knowledge and skills, in particular using Teams, Outlook and Word. A3. Knowledge of electronic diary management. Desirable B1. Knowledge of University management systems, eg Agresso, MyCampus, Ivanti Skills Essential C1. Excellent organisational and time management skills and an ability to manage and prioritise a busy workload calmly and methodically to ensure that deadlines are met. C2. Excellent written and oral communication skills C3. Excellent interpersonal skills (in person, by telephone, in video call or in written form) and strong customer service orientation using tact, diplomacy, discretion and confidentiality as appropriate C4. Proven analytical, problem solving and client need interpretation skills. C5. Ability to cultivate, build and maintain excellent relationships, influencing colleagues as required C6. Able to work with minimal supervision and as part of a team. C7. Able to work proactively, multi-task and to use initiative. C8. Flexibility and willingness to adapt to changes. C9. Excellent attention to detail, ensuring accuracy in all actions and data processing. C10. Ability to providing accurate and up to date advice and guidance on processes and ensuring senior colleagues take appropriate actions. C11. Ability to co-ordinate a range of activities and to forward plan over a period of up to 12 weeks. Desirable D1. Knowledge of University policies and procedures Experience Essential E1 Relevant administrative experience gained through relevant work experience in a busy office environment. E2 Experience of managing administrative processes, including the collation and monitoring of a range of data. E3 Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation, using initiative and judgement to proactively resolve issues. E4. Experience of clerking meetings and providing accurate minutes of meetings. Desirable F1. Experience of working within a Higher Education environment. F2. Experience of providing administrative support to senior academics. F3. Experience in a PA role Further Information Interviews for this post are scheduled to take place on Friday 2 June 2023. Any further enquiries on this post may be directed to Dawn Mylet via email dawn.mylet@glasgow.ac.uk Terms and Conditions Salary will be Grade 5, £24,715 - £28,929 per annum. This post is full time and open ended. 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. 2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages. 3 A flexible approach to working. 4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/. We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/. We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University. We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.