Job Purpose The postholder will deliver a proactive, efficient, and flexible range of secretarial support and administrative activities to the People & Organisational Development Executive Office. 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.
Main Duties and Responsibilities 1. Proactive management of the diary, exercising considerable discretion and knowledge of the University priorities to ensure internal and external appointments are well planned and time is managed effectively. Meet and greet said appointments professionally and courteously, overseeing and servicing meetings as required. 2. Facilitate and co-ordinate meetings ensuring all necessary pre-meeting arrangements are in place, for example, booking of appropriate rooms and catering; preparation and distribution of agenda and associated papers; highly skilled minute taking, and follow up on post-meeting actions as appropriate. 3. 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. 4. Active management of all correspondence 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. 5. Responsible for drafting reports, presentations, letters and emails as required. 6. Process expense claims and purchase order requisitions in accordance with organisational guidelines and timelines, liaising with colleagues in other services as necessary to resolve any issues that arise. 7. Contribute to a culture of continuous improvement by suggesting service improvements and implementing new processes to enhance quality of service. 8. Use standard software packages including Microsoft Office, conducting analysis from relatively straightforward data where necessary.
Knowledge, Qualifications, Skills and Experience
Knowledge/ Qualifications
Essential: A1 Skill level equivalent to achievement of Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) and experience of personal development in a similar role.
Skills and Experience
Essential: 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. C2 Excellent communication and customer service skills, operating with diplomacy and discretion. 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 Experience of applying judgement, policies and procedures. C5 The ability to work both independently and flexibly as part of a high performing team with excellent stakeholder management skills. C6 Knowledge of Microsoft Office programs/applications including Word, Excel, PowerPoint, Outlook, SharePoint, and OneDrive is essential. Knowledge of other University software packages Agresso, Oracle-based platforms c. is desirable. C7 Experience of working in a higher educational environment and knowledge of higher education policies and procedures is desirable.
Terms and Conditions Salary will be Grade 5, £25,138 - £29,605 per annum.
This post is full time (35 hours per week) and open ended (permanent).
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, 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 here.
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 https: // www. gla.ac.uk/explore/jobs/ for more information.
Vacancy Ref : 154789 Close Date : 15-Sep-2024 23:45