Job Description

Project Administrative Assistant

Job Purpose

The postholder will deliver a proactive, efficient and flexible range of administrative and secretarial support for the Sci-Seedlets team. This will include significant forward planning, interacting with key internal and external contacts, acting as the professional representative and proactively and independently managing work in a fast-paced environment to drive initiatives of the Sci-Seedlets project.

Main Duties and Responsibilities

1. Co-ordinate with school partners, collaborators and new external working partners, and organise Sci-Seedlets resource evaluations. For example ensuring necessary preparations for resources used for the activities, obtaining feedback from partners, digitise data, and prepare reports.

2. Facilitate and co-ordinate meetings ensuring all necessary pre-meeting arrangements are in place, for example, booking of appropriate room; preparation and distribution of agenda and associated papers; post-meeting actions; preparation of Minutes etc, as appropriate.

3. Organising purchases including those for the laboratory as requested by the team, including market survey, searching suppliers, obtaining competitive price quotes and keeping track of orders received and contacting suppliers to resolve any issues with the deliveries and invoices.

4. Commissioning of external services, including support to the project co-ordinator (Sam Reilley) for keeping an account of project expenditure.

5. Maintaining an inventory of materials, equipment and resources.

6. Collecting, digitising and presenting of evaluation data collected, and maintaining updated web content for the Sci-Seedlets website.

7. Active management of correspondence and social media accounts for Sci-Seedlets [email, mail, phone calls, social media]. Deal efficiently with a high-volume inbox, prioritising emails and dealing independently with those which can be actioned/progressed, as necessary.

8. Organise travel and relevant insurances, visas, etc liaising as necessary with travel agents, internal colleagues and external institutions/companies. Prepare comprehensive itineraries in advance of travel.

9. Proactive management of the diary for team, exercising considerable discretion and knowledge of the University priorities to ensure internal and external appointments are well planned and time is managed effectively.

10. Responsible for drafting reports, letters and emails as required.

11. Undertake and other reasonable duties as required by the team.

12. Engage in reasonable professional development activities as appropriate.

13. To contribute to the enhancement of the University\'s international profile in line with the University\'s strategic plan.

14. Contribute to a culture of continuous improvement by suggesting service improvements and implementing new processes to enhance quality of service.

15. Use standard software packages including Microsoft Office, conducting analysis from relatively straightforward data where necessary.

Knowledge, Qualifications, Skills and Experience

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 Knowledge of Microsoft Office programs/applications including Word, Excel, PowerPoint, Outlook and OneDrive is essential. Knowledge of standard statistical software, and some experience in updating website content is desirable

Desirable

B1 Knowledge of standard statistical software, and some experience in updating website content is desirable

Skills

C1 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. Experience of providing PA support to a senior stakeholder is desirable.

C2 Excellent communication and people skills, operating with diplomacy and discretion, and the ability to work with a cross-disciplinary team is essential.

C3 The ability to plan, organise and prioritise effectively, respond to changes in demands and/or pressures, delivering work to standard and within deadlines.

C4 The ability to work both independently and flexibly as part of a high performing team with excellent stakeholder management skills.

Experience

Essential

E1 Experience of applying judgement, policies and procedures.

E2 Prior experience in Administrative and/or project management roles is essential.

Desirable

F1 Understanding of procurement procedures, experience with purchase related tasks is desirable.

F2 Experience of working in a higher or school educational environment and knowledge of higher education policies and procedures is desirable.

Closing date: 29 August 2023

Terms and Conditions

Salary will be Grade 5, \xc2\xa325,138 - \xc2\xa329,605 per annum pro rata.

This post is part time (14 hours per week) and fixed term for up to 12 months

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.

Vacancy Ref : 124791 Close Date : 29-Aug-2023 23:45

University of Glasgow