School Administrative Assistant

Job Purpose 

Provision of effective and efficient administration support for operational processes that maintain the effective running of the College of Arts and its constituent Schools. Although based in the School of Modern Languages & Cultures, the role holder may be deployed across the College to meet current operational need. As a progressive and constantly evolving institution, the University implements new systems and adopts new ways of working, and over time the role holder can expect to be deployed in other areas of the College to cover business needs. This will provide the role holder with the opportunity to acquire a variety of skills and experience.

Main Duties and Responsibilities 

1.     Provision of flexible administrative and clerical support within the School of Modern Languages & Cultures Administrative Office.

2.     To provide high quality in person reception support and deal with all enquiries within the School of Modern Languages and Cultures Administrative Office, dealing with enquiries or redirecting as appropriate.

3.     Support the administration of all courses across the School, including clerical duties relating to general course administration and admissions processes across the School’s subject areas.

4.     To assist with the production of teaching materials across the School’s portfolio, assisting in annual production and updating of handbooks, web and Moodle materials.

5.     Supervised by the Finance & Operations Administrator assist with School purchasing activity by raising requisitions and liaising with Overseas Agents to arrange commission payments.

6.     To assist with student recruitment, seminars and other School events management, liaising with administrative colleagues across the School.

7.     Undertake any other reasonable duties as required by the team.

8.     Engage in reasonable professional development activities as appropriate.

9.     Contribute to the delivery of an excellent level of administrative support for staff and students across the School, supporting colleagues in the wider administrative team and undertake other duties as required by the team Head of Professional Services.

Knowledge, Qualifications, Skills and Experience 

Knowledge/Qualifications  

Essential:
A1 SCQF Level 4 (National 4) or equivalent, preferably in English and Mathematics, and relevant work experience.

Skills 

Essential:
C1 Accuracy and attention to detail.

C2 Good IT skills with Microsoft Office software (Word and Excel) used to support administrative tasks.
C3 Good time management skills and ability to prioritise a busy workload.

C4 Excellent administrative and secretarial skills.
C5 Effective and clear written and oral communication skills.

C6 Discretion and ability to maintain confidentiality.
C7 Ability to work independently, under supervision or as part of a team.

C8 Ability to work to agreed deadlines in a time constrained environment.
C9 Ability to draft routine correspondence.

Experience 

Essential:
E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post gained through working in a similar role.

E2 Experience of dealing effectively with a range of customers.

Desirable:
F1 Experience of working in a higher or further education setting.

Terms and Conditions 

Salary will be Grade 3, £21,900 – £22,681 per annum.

This post is full time (35 hours p/w) 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.