Job Purpose
To act as personal assistant to the Director of the Institute for Gravitational Research (IGR) and deliver a broad range of administrative support to the IGR Group, comprising 14 academics, 22 research staff, ~35 postgraduate students, and 4 technical staff, plus 4 visiting and associated academics. This is a busy role in a fast-paced environment and the postholder will be required to work proactively and as part of a team, ensuring that all enquiries are dealt with efficiently and effectively. The duties encompass a wide range of administrative and financial tasks for the Director and the IGR group.
Main Duties and Responsibilities
1. Perform the service of Personal Assistant to the Director of the IGR in relation to her University duties, her positions as President of the Institute of Physics, Senior Independent Member of the Council of the Science and Technology Facilities Council and Deputy Chair of the Strategic Advisory Board of the National Quantum Technology Program.
2. Supporting the financial management of research grants and contracts (~£10M), including tracking all transactions on the Agresso system, maintaining and updating databases and financial spreadsheets related to commitments on numerous budget centres, resolving reporting discrepancies, preparing financial reports, etc.
3. Administer, source, arrange and fully document all travel for the Director, members of and visitors to the group, placing orders using a University Purchase Card. Manage advances, travel repayments and reconciliations with reference to Agresso and complete monthly reconciliation of the purchasing card statement on Agresso. Make use of the approved travel suppliers when appropriate. Arrange travel insurance for all trips.
4. Supervise IGR Research Students (~35) on all aspects of their conference and research travel (National and International). Reconciliation of all advances and expenditure.
5. Maintain the Director’s diary, liaising with the Institute of Physics, Research Councils and other organisations in respect of availability and commitments. Ensure that all future events and conferences, and all teaching commitments, are recorded and that potential conflicts are dealt with quickly and efficiently.
6. Maintain confidential documents and information required by the Director, for Research Council Committees, Grant Committees, etc ensuring that relevant documents are available in a timely fashion.
7. Order and approve major expenditure on grants at the request of the Director in their absence on travel.
8. Be responsible for incoming mail and correspondence, filing, diary management, maintaining staff records, holidays and absences, ordering stationery, administrative procedures for new staff and postgraduate students, meeting and greeting visitors.
9. Assist all members of the Group with queries and administrative procedures providing solutions and resolving problems where required.
10. Provide contingency administrative cover within the School when requested and carry out any other reasonable duties as required by the Head of School or Head of School Professional Services.
Please note that as part of your application you must address and demonstrate how you meet EACH of the essential / desirable criteria. If you do not address each criteria in the format explained above you will not be shortlisted for interview.
Knowledge/Qualifications
Essential:
A1. 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.
A2. Strong IT knowledge and skills, in particular using Teams, Outlook and Word.
A3. Knowledge of electronic diary management.
Desirable:
B1. Knowledge of University management systems, eg Agresso, MyCampus, Ivanti.
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.
Desirable
D1. Knowledge of University policies and procedures.
Experience
Essential:
E1. Relevant administrative experience gained through relevant work experience in a busy office environment.
E2. Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation, using initiative and judgement to proactively resolve issues.
Desirable:
F1. Experience of working within a Higher Education environment.
F2. Experience of providing administrative support to senior academics.
F3. Experience in a PA role.
F4. Experience of travel management and bookings.
Terms and Conditions
Salary will be Grade 5, £26,038 - £30,505 per annum.
This post is to cover maternity leave, it is part time role (17.5hrs) and fixed term for up to 12 months or until the substantive postholder returns.
Please Note: If you are a current employee of the University of Glasgow, please be advised that the University would consider an internal secondment opportunity for this post. University of Glasgow applicants should seek clearance for release for internal secondment from the line manager before making a formal application.
Closing date: 23:45 10th February 2025.
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