Job Purpose
As part of the School of Law's Professional Services team, the postholder will support a variety of administrative, business, and operational functions within the school and contribute to the development and implementation of key operational processes. Acting as a primary contact for both internal and external stakeholders, the postholder will provide essential support in areas including facilities, estates and general operations. With a commitment to customer service and operational excellence, the role will involve close collaboration with colleagues across the school and college to ensure that facilities, procedures, and resources are effectively managed to safeguard the welfare and interests of all stakeholder groups.
Main Duties and Responsibilities
The Operations Assistant will work closely with University Services, particularly the Estates and Commercial Services, Information Services teams, and the College Health Safety and Business Continuity Team to ensure the school's buildings and services meet user needs. This includes facilities and space management, health, safety, and wellbeing oversight, business continuity, and providing general administrative support to the school.
Key Responsibilities:
Facilities and Space Management
- Collaborate with central University Services to plan and organise building usage to meet school requirements.
- Manage estates and facilities issues such as reporting and tracking maintenance tasks, faults, incidents, improvement works, coordinating office moves, and liaising with building users.
- Oversee access systems, including keypad codes, Salto card access, and building/office keys.
- Implement improvements to enhance workspace occupancy and utilization.
Health, Safety, and Wellbeing (HS &W)
- Develop, deliver and manage operational plans for HS&W, Business Continuity, and Facilities Management in partnership with the College Health Safety and Business Continuity Team.
- Serve as the Fire Safety Coordinator for the Stair Building.
- Report incidents to the School HS&W Committee and escalate non-compliance issues to the HoS and HoPS.
- Track monthly health and safety compliance, manage documentation on the school Operations Teams site, and ensure school policies align with college and university standards.
- Act as the clerk for School HS&W Committee meetings, including taking minutes and distributing them to stakeholders. Report to the College HS&W Committee on behalf of the school.
- Coordinate with trained First Aiders to maintain and restock First Aid kits. Maintain list of school First Aiders and Fire Wardens, and ensure training is up to date.
Business Continuity and Risk Management
- Responsible for maintaining Health, Safety, and Wellbeing, Business Continuity, and Facilities Management protocols and resources, including emergency procedures, fire safety and evacuation, risk assessment, safety audits, and building plans for the school.
- Oversee planned and reactive maintenance activities for school buildings and facilities.
- Support colleagues in fostering a culture of safety, resilience, and productivity within the College and Schools.
- Ensure compliance with current legislation, University policies, and quality standards in HS&W and Business Continuity working under the guidance the College Health Safety and Business Continuity Team.
- Collaborate across the College to maintain health and safety reporting frameworks and track progress on risk management actions.
- Lead efforts in identifying and managing risks related to health, safety, wellbeing, and business continuity.
Data Analysis and Reporting
- Collect and analyse information regarding incidents, training, absenteeism, and performance metrics for the management team.
- Use data insights to enhance adherence to HS&W and Business Continuity policies and procedures.
- Contribute to College HS&W, Business Continuity, and Facilities Management audits, ensuring timely completion, delivery of action plans, incident investigations, and lessons learned.
Stakeholder Support and Communication
- Act as a key point of contact for queries related to health, safety, wellbeing, and facilities management.
- Provide clarity and guidance to staff, students, and visitors via email, phone, IT support systems, and in-person interactions.
Equipment and Resource Management
- Work with the HoPS, HoS PA and School IT Technician to coordinate furniture and IT equipment requests, ensuring adherence to budget and approval processes.
- Track equipment requests for budget monitoring purposes and ensure staff are adequately equipped.
- Arrange recycling and confidential waste collection, manage printer faults, and coordinate disposal of printer cartridges.
- Assist with document archiving and retention, liaising with other departments as needed.
General Administration
- Ensure welcome/reception areas are organised and presentable.
- Maintain visual displays such as staff directories, posters, and information leaflets.
- Respond promptly to general inquiries from students, staff, and visitors, providing accurate and helpful information.
- Book meeting rooms and maintain user access spreadsheets for local rooms.
- Support School events by managing logistics, room bookings, and access.
Additional Duties
- Contribute to additional projects and assignments as directed to support the school's operational needs.
- Undertake any other reasonable activities dependent on the needs of the customer/team and as directed by the 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:
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 Relevant Health and Safety (IOSH, NEBOSH etc.) or Project Management (PRINCE2, APM etc.) accreditation/qualifications.
B2 Knowledge of higher education policies and procedures.
Skills
Essential:
C1 Excellent organisational and planning skills.
C2 Effective communication and influencing skills, both verbal and written, to interact and collaborate effectively with a range of internal clients across diverse functional areas.
C3 Ability to adapt personal working style across multiple stakeholders working independently, contributing as a team-player.
C4 Ability to quickly embrace and learn new concepts, techniques or methodologies.
C5 Proven ability to develop new processes and procedures.
C6 Effective IT and numeracy skills, especially in Excel.
C7 Ability to develop a range of written and/or graphical materials such as guidance notes, procedures, briefings and short reports.
C8 Ability to produce reports from various data sources.
Desirable:
D1 Ability to understand the way operational activity influences and impacts on the achievement of both unit-level and strategic goals.
D2 Ability to understand and engage with process improvement principles.
Experience
Essential:
E1 Successful track record of relationship building and development skills across a range of internal stakeholders.
E2 Experience of identifying relevant information from a variety of sources to develop process, procedures and guidance documents.
E3 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.
E4 Analytical and problem-solving ability. Proactive approach to problem- solving; able to take initiative within agreed guidelines.
Desirable:
F1 Experience within a higher education setting, including comprehensive knowledge of administrative and organisational systems.
Terms and Conditions
Salary will be Grade 5, £26,038 - £30,505 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 - 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 : 158571 Close Date : 01-Dec-2024 23:45