Personal Assistant (PA) & Administrator

Job Purpose

To provide high quality, effective and efficient PA and administrative support for a number of senior colleagues; and support the smooth running of the College of Arts & Humanities Student Services function, working directly to the College Head of Student Services and the Head of Academic and Student Administration.

Working with relevant Student Services teams, provide support to the College Dean of Learning, Teaching & Student Experience, Dean of International & External Partnerships, Dean of Graduate Studies, and their respective portfolios.

As a progressive and constantly evolving institution, the University regularly implements new systems and ways of working. Over time, and in accordance with the academic calendar, the role holder can expect to be deployed in a variety of areas of the College to support activity and cover business needs. This also provides the opportunity to acquire a variety of skills and experience.

Main Duties and Responsibilities 

1. PA support, including diary management and business planning for senior colleagues.

2. To act as the first point of contact for senior academic and professional services leads in the College and effectively communicate between senior staff and other colleagues and stakeholders, including students.

3. To provide a full range of administrative and secretarial support for committees, project groups and informal fora, including planning agenda, collating and distributing paperwork and taking accurate and effective minutes and action notes.

4. To support the successful planning and delivery of events.

5. To provide general administrative support for routine University and College processes and business, using relevant online systems. This will include completing HR processes, financial transactions, and acquiring and manipulating data at the request of colleagues.

6. To support College governance and the communication of College and University policies and processes to support risk management, compliance and good practice – e.g. UKVI compliance, health & safety, etc.

7. To provide an excellent administrative service to senior managers and officers in the College, contributing to the development and refinement of service standards to ensure continuous improvement and efficient working.

8. To support the College’s internal and external communications strategy and planning, including the use of IT platforms and different methods of communications.

9. To be committed to the University’s Equal Opportunities and Diversity Policy, together with an understanding of how it operates within the responsibilities of the post.

10. To represent the College at, and support the delivery of, graduation ceremonies as required.

11. Any other duties appropriate to the grade as may be assigned by the Line Manager.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 Either: 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.

Or: HNC, VQ3, Higher Grades or equivalent, and experience of personal development in a similar role.

Desirable:

B1 A general appreciation of the structure, mission and values of the University of Glasgow.

Skills

Essential:

C1 Excellent interpersonal and written communication skills and the ability to write formal correspondence, as well as informal communications.

C2 Experience of servicing meetings, managing agenda and cycles of business, and taking clear and accurate minutes.

C3 Strong interpersonal skills and the ability to liaise effectively with colleagues at all levels of an organisation, with a clear appreciation of the need for diplomacy, discretion and confidentiality.

C4 Well-developed numeracy skills and the ability to complete routine financial transactions effectively, and to source and understand standard data sets.

C5 Excellent IT skills and the aptitude to develop a good working knowledge of relevant specialist software.

C6 Excellent time-management skills and a proven ability to prioritise work effectively and manage competing deadlines, both personally and with respect to the responsibilities and targets of a wider team.

Desirable:

D1 Project support skills.

Experience

Essential:

E1 Significant experience in a relevant role with evidence of progression and development gained from appropriate work experience.

E2 Experience of providing PA support and an administrative service to a variety of different colleagues, and an understanding of service excellence.

Desirable:

F1 Experience of working in a large, complex organisation and/or experience of working in an education setting with knowledge of related systems and processes.

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.

3 A flexible approach to working.

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/

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