Job Purpose
To provide administrative support within the School of Health & Wellbeing (SHW as part of the School wide professional services (PS) team by overseeing various tasks, including finance, student support, organising ad hoc events, clerking meetings as required, and ensuring a flexible, multifunctional admin support for all School academics.
Main Duties and Responsibilities
1. Work as part of a multifunctional team, providing administrative support for academics, e.g. monitoring of enquiries inbox, room bookings, taxi bookings, processing expenses, travel and accommodation arrangements, placing order requests, organising meetings, maintain building/staff/student email distributions list.
2. Facilitate and co-ordinate meetings as required, ensuring all necessary pre-meeting arrangements are in place (e.g. venue, catering, virtual links, advance preparation and distribution of papers).
3. To manage a range of finance support for SHW for both general and research finance, responding to queries, liaising with PIs. Being proactive in liaising with academics on the assistance required and providing an efficient administrative resource. To support the SHW PSS team at the end of the financial year with balancing the School general funds spend, using Agresso back office and local recording systems.
4. To act as clerk for various School meetings as required. Ensuring that accurate minutes are kept and any follow up actions arising from such meetings are dealt with.
5. Provide assistance to student support in the absence of PGR Administrator, including progressing student issues using MyCampus and liaising with PGR supervisors and Conveners.
6. To support the collation of School data for Athena Swan purposes, including visitor numbers, recruitment, room bookings.
7. To work closely with the PSS team, in particular the finance and student support team, providing School wide support, communicating effectively with HoPS and line manager and provide all round administrative cover as and when required, in particular cover for finance administrator, and PGR administrator.
8. Any other duties as required in support of the School professional services teams as determined by Head of Professional Services.
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. Detailed IT knowledge and skills, in particular using Teams, Outlook, Excel, Word and OneNote.
Desirable:
B1. Knowledge of University structure and systems.
B2. Knowledge of University regulations, including student support.
B3. Knowledge of My Campus or other student record systems.
B4. Knowledge of Agresso (back-office) or other similar finance systems.
Skills
Essential:
C1. Excellent organisational and time management skills and an ability to manage and prioritise a busy workload calmly and methodically to ensure that deadlines are met.
C2. Excellent written and oral communication skills
C3. Excellent interpersonal skills (in person, by telephone, in video call or in written form) and strong customer service orientation using tact, diplomacy, discretion and confidentiality as appropriate
C4. Proven analytical, problem solving and client need interpretation skills.
C5. Ability to cultivate, build and maintain excellent relationships, influencing colleagues as required
C6. Able to work with minimal supervision and as part of a team.
C7. Able to work proactively, multi-task and to use initiative.
C8. Flexibility and willingness to adapt to changes.
C9. Excellent attention to detail, ensuring accuracy in all actions and data processing.
C10. Ability to provide accurate and up to date advice and guidance on processes and ensuring senior colleagues take appropriate actions.
C11. Ability to co-ordinate a range of activities and to forward plan over a period of up to 12 weeks.
Experience
Essential:
E1. Experience of managing administrative processes, including the collation and monitoring of a range of data.
E2. Experience of dealing effectively with a wide range of customers, students and staff at all levels in an organisation, using initiative and judgement to proactively resolve issues.
E3. Experience of clerking meetings and providing accurate minutes of meetings.
E4. Experience of organising events.
Desirable:
F1. Experience of working within a Higher Education environment.
F2. Experience of monitoring financial budgets and expenditure, reconciling spend and
identifying/resolving discrepancies.
F3. Experience of providing administrative support to academics.
Terms and Conditions
Salary will be Grade 4, £23,581 – £26,038 per annum pro rata.
This post is part time (24.5 hours p/w) and open ended.
Closing date: Thursday 20th February 2025
#J-18808-Ljbffr