Operational Executive Assistant

Job Purpose The post holder will be part of the School Operations Team and support the delivery of a range administrative, business and operating functions within the School. This will involve a range of secretarial and administrative activities to support the School Executive Team to facilitate the balance of their full range of professional and management responsibilities, as well as the development and implementation of key operating processes. The post holder will also act as a key contact to a range of internal and external customers supporting the administration of HR, facilities and other operations processes. Main Duties and Responsibilities 1. To provide administrative and business support to The School Executive Team to facilitate the balance of their full range of professional and management responsibilities. This will involve active management of correspondence, diary management and scheduling, undertaking administrative and secretarial duties and assisting with managing queries in a timely and appropriate fashion. 2. To provide administrative and business support to The School Executive Team to facilitate the balance of their full range of professional and management responsibilities. This will involve active management of correspondence, diary management and scheduling, undertaking administrative and secretarial duties and assisting with managing queries in a timely and appropriate fashion. 3. Coordination of relevant Committee dates and schedules, planning in advance in liaison with other key contacts. This will involve administrative and secretarial support to the Executive, School Committees, Subject Area Staff Meetings (and other meetings as directed by School Executive member/Operations Team Leader) working with the Chair to prepare and disseminate agenda and papers, minute in a standardised way across the School. 4. To provide operational support to The School Executive Team in order to ensure the efficient running of operational activities within the School. This will include contributing to the development and implementation of process improvements and a service catalogue for the SPS Operations Team, and the maintenance of service records and information with a key focus on continuous improvements that can be made to service quality. 5. To prepare professional business documents, presentations, reports and correspondence using standard formats, information from University systems and other appropriate sources, much of which will be confidential in nature and require strict University records management protocols and relevant General Data Protection Regulations to be adhered to, including the appropriate storage, archiving and destruction as per agreed retention schedules. 6. To act as a representative for internal and external contacts and to take appropriate action upon their own initiative where possible to ensure all issues are dealt with effectively. This will involve liaising with stakeholders across the School, College and University Services, as well as external resources to diagnose and troubleshoot any service-related issues. 7. To provide excellent customer service to internal and external stakeholders and to contribute to the enhancement of the University's international profile in line with the Universities strategic plan. 8. Undertake any other reasonable activities dependent on the needs of the customer/team and as directed by the Operations Team Leader. Knowledge, Qualifications, Skills and Experience Knowledge/Qualifications Essential: A1 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, or: A2 A 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. Desirable: B1 Knowledge of higher education policies and procedures. Skills Essential: C1 Excellent planning, prioritising and organisational skills. C2 Ability to develop a range of written and/or graphical materials such as guidance notes, procedures, briefings and short reports. C3 Strong email inbox and diary management skills. C4 Proven interpersonal and communication (oral and written) skills. C5 Able to work proactively, multi-task and to use initiative in order to resolve problems. C6 Able to work independently and as part of a team. C7 Excellent attention to detail and to production of accurate, high quality outputs. C8 Effective IT and numeracy skills, especially in Word and Excel. Desirable: D1 Ability to understand and engage with process improvement principles. Experience Essential: E1 Demonstrable relevant work experience with qualifications above or evidence of progression and development gained through working in a similar role. E2 Experience of working with and providing business support to senior management in an organisation. E3 Experience of minute taking and circulating documents for internal meetings. E4 Experience of email inbox and diary management. E5 Analytical and problem solving ability. Proactive approach to problem-solving; able to take initiative within agreed guidelines. E6 The ability to work within a team and as an individual, organising and planning own work activities, with minimal supervision, to contribute to the achievement of School objectives. Desirable: F1 Experience within a higher education setting, including comprehensive knowledge of administrative and organisational systems. Terms and Conditions Salary will be Grade 5, £23,715 - £27,929 per annum. This post is full time (35 hours per week) 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.