Job Purpose
To provide a proactive and efficient range of administrative support within the School of Computing Science. Postholder will provide general administrative support to the Head of Professional Services, Research Section Heads organising local events, clerking school meetings. Postholder will also support the PGR administrator in all PGR tasks. Postholder will provide PA cover to the Head of School, which will involve diary management and meeting arrangements.
Main Duties and Responsibilities
1. Work as part of a team, assist in the provision of administration support for all day to day general administrative support e.g. monitoring enquiries inbox (school and PGR), room bookings, travel and accommodation arrangements, placing order request.
2. Working as part of the team, provide diary management for the Head of School, Head of Professional Services and Research Section Leads.
3. Working as part of the team, facilitate and co-ordinate meetings on behalf of School Leadership ensuring all necessary pre-meeting arrangement are in place.
4. To support PGR administrator with PGR activities such as managing viva arrangements, overseeing administration of PGR applications, responding to queries, liaising with supervisors, updating applications on My Campus, supporting Annual Progress reviews, acting as a point of contact for PGR students.
5. To act as a clerk for school committees.
6. Be responsible for organising ad hoc events such as research aways days, conferences, workshops, PGR poster days.
7. As part of the team, oversee the School enquiries inbox and proactively respond to enquiries in a timely manner, ensuing accurate information is provided.
8. As part of the team monitor and allocate desks for new staff and PGR students.
9. Any other duties as required in support of the School admin team.
Knowledge, Qualifications, Skills and Experience
Knowledge/Qualifications
Essential
A1 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 or 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.
A2 High degree of computer literacy particularly in the use of Microsoft Office.
A3 Knowledge of the General Data Protection Regulations and their application in respect of the management, retention and use of records, information and data.
Skills
Essential:
C1 Excellent administrative skills.
C2 Excellent interpersonal and communication skills (both written and verbal).
C3 Excellent organisational, planning and time management skills with the ability to effectively prioritise and manage workload.
C4 Able to work independently with minimal supervision and to work flexibly with colleagues.
C5 Able to manage and prioritise a range of complex task with competing demands to meet tight deadlines.
C6 Proactive flexible approach and ability to cope with the varying demands of the role.
C7 Exercise tact, diplomacy and discretion and maintain confidentiality at all times.
Experience
Essential:
E1 Proven, relevant administrative experience and demonstrable success in the provision of high-quality, professional support
E2 Demonstrable experience in the management of confidential and sensitive information and the ability to conduct business with absolute discretion and diplomacy.
E3 Experience in clerking a range of committees and boards working with Convenors to compile agenda and papers and working independently to produce concise, accurate minutes and action trackers.
E4 Experience in the use of Microsoft Office effectively.
E5 Experience of working effectively with multiple stakeholders and collaborating across organisational boundaries to achieve goals and objectives.
Desirable:
F1 Experience of working within the Higher Education Sector.
Terms and Conditions
Salary will be Grade 4, £22,681 - £25,138 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 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.