Job Description – Business Support Administrator - PA About the Business Support Team Dundee University Students’ Association (DUSA) is a charity with over 18,000 members. Our vision is of a kinder, greener, and more diverse global student community creating a lasting impact for generations to come. We are the most successful Students’ Association in Scotland and one of the top five within the UK. We create welcoming, safe, and valued physical and virtual spaces for students to come together and socialise. We encourage students to learn, volunteer, work, and join clubs and societies. They can also access advice, guidance, and support from our team. The city of Dundee is currently undergoing a £1 billion regeneration. We aim to mirror that progress and fulfil our ambitious plans to become a kinder, greener, and better-connected place for all students at the University of Dundee. The University of Dundee is one of the UK’s leading universities, internationally recognized for science, medicine, and engineering amongst many other disciplines. Conveniently located on the banks of the River Tay, the city campus is located in the heart of Dundee, a friendly and affordable city with a rich heritage in design and technology. The Role As the Business Support Administrator - PA, you will be the primary point of contact for the Executive and Executive Support teams. This role is pivotal in managing communications and interactions with students, university staff, and other key stakeholders. Your responsibilities will include ensuring that Executive Officers receive the necessary support to manage their priorities and schedules effectively. By coordinating these interactions, you help maintain a smooth flow of information and operations within the Executive team by engaging with university administrative leads, external partners, and other relevant entities to facilitate meetings, events, and collaborations. Business Support Providing business and administrative support to the Executive Officers and Executive Support Team, with prioritisation and reminders of their outstanding tasks and deadlines. Act as a key point of contact for University administrative leads and other stakeholders to coordinate and manage the Executive schedules and diaries with meetings and events vital to conducting their duties. Providing secretariat support to key committee meetings and working/sub-groups, during day and evening hours with a range of activities, such as, preparation of agendas, writing minutes and appropriate action notes for dissemination and completion, and ensuring that key documents and papers are properly maintained and stored. Providing support to DUSA Executive Officers and staff with the Executive Team organisation around events, such as Handover and Freshers Week. Prioritising individual workload effectively and efficiently, taking appropriate action to ensure urgent problems are resolved as quickly as possible. Maintaining high level of confidentiality and accuracy, Dealing with queries in person, on the phone and online. Updating internal and external stakeholder distribution lists and contact details. Arranging meeting rooms and conference facilities as required. Ensuring office environment is conducive to healthy working practices and reflective of DUSA’s culture. Operational Supporting the training and professional development of new Executive Officers during and after the annual handover by contributing and leading on workshops and associated resources, Developing and managing systems and procedures for the Executive Support Teams ensuring accurate records are kept, decisions are carried out and reporting undertaken in conjunction with the Democracy and Policy Co-ordinator, Any other duties as required by the line manager or SMT that are commensurate with the role. The Person Well organised with great attention to detail able to work in a busy environment, Excellent verbal and written communications skills, Tactful and diplomatic with a strong sense of integrity, Ability to relate to people from different backgrounds, Non-judgemental positive regard towards diverse groups, Resourceful with highly developed problem-solving skills and attention to detail, Adaptable, accommodating, helpful and able to respond promptly and effectively to emerging issues. Qualifications/Knowledge/Experience Essential: Experience of working in a business support/administrative role, delivering high standard of assistance to individuals, teams and committees, Experience of first point of contact dealing with a range of enquiries and signposting to relevant services, Proficiency in Microsoft Office packages (Teams, Excel, Word, Excel), Excellent communication and interpersonal skills, Confident dealing with internal and external individuals and agencies, Pro-active approach to work, Ability to work on own initiative, Event support and planning. Desirable: Professional qualifications in business support/administration. Hours of Work 35 hours per week. No additional payments or allowances and no contractual entitlement to overtime, TOIL given for additional hours. Salary This role is remunerated at £24,024 per annum – Grade 3. Apply by: 8th November 2024 at 5pm Interview date: 13th November 2024.