Job Description

Support School Assistant

Job Purpose

The postholder will provide a broad range of support services to the whole School including the School leadership team, contributing to the achievement of the School\'s strategic objectives by delivering a proactive, efficient and flexible range of administrative activities.

Main Duties and Responsibilities

1. Provide efficient and effective operational and administrative support to staff across the School, including but not exclusively: general enquiries on operational issues, diary management; travel, hospitality and accommodation provision; resourcing support; and activity planning, using sound judgement based on experience and knowledge of individual customer needs and wants.

2. Responsible for coordinating meetings within School as appropriate, preparing and distributing agendas and papers, and taking/communicating minutes from these meetings.

3. Responsible for arranging, drafting and distributing documents, presentations and other materials/resources on behalf of staff to agreed specifications, using standard software packages and web-based platforms such as but not wholly Office 365, OneDrive, Zoom, Microsoft Teams and T4.

4. Assist with financial data manipulation providing easy to read reports for academic and other staff.

5. Balance the quality, quantity and priority of own workload on a daily and weekly basis whilst aligning to the team\'s priorities and objectives, to ensure that the needs of all customers are met in full, on time and to specification.

6. Promote close working links and act as a key interface with academic and professional services colleagues providing information and advice where necessary to further the priorities of the School and institution as a whole.

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

8. Engage in reasonable professional development activities as appropriate.

9. Undertake other appropriate activities as required by the Head of School and Head of Professional Services.

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, a 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 role.

Desirable

B1 Knowledge of higher education policies and procedures.

Skills

Essential

C1 Excellent written, verbal communication and people skills (tact, diplomacy, discretion, assertiveness and ability to handle difficult customers etc.).
C2 Ability to manage own time effectively and the ability to plan, organise and prioritise effectively, delivering work to a high standard and within deadlines.

C3 High level of initiative and decision making to resolve issues and determine when to involve appropriate senior colleagues.
C4 Accuracy and attention to detail.

C5 Numeracy and the ability to understand financial budgets and reports.
C6 Detailed knowledge of Microsoft Office programs/applications (including Word, Excel, Powerpoint, Outlook, Teams, Sway) and T4.

Experience

Essential

E1 Experience of providing administrative support within a team.

E2 Experience of working with a range of customers across an industry/institution.

E3 Experience of meeting minute/note taking.

Desirable

F1 Experience of Agresso

F2 Experience of publishing web materials/newsletters

Terms and Conditions

Salary will be Grade 4, \xc2\xa322,681 - \xc2\xa325,138 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 , 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 .

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 .

We endorse the principles of Athena Swan 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 for more information.

Vacancy Ref : 121849 Close Date : 13-Sep-2023 23:45

University of Glasgow