Administration Office Supervisor

Job Purpose

To provide comprehensive administrative support to academics, researchers and students in Veterinary Diagnostic Services in the School of Biodiversity, One Health and Veterinary Medicine. To provide a supervisory role for the administrative team and be a professional and welcoming first point of contact for all our clients, both internal and external.

Main Duties and Responsibilities

1.        Responsible for the management of the administrative team including recording of absences, holidays and conducting a yearly Performance, Development and Review.

2.        To work independently to provide confidential, efficient administrative support, to include but not limited to, distributing electronic material, data entry, filing, photocopying and account management.

3.        Act as first point of contact for clients and service staff, resolving and /or redirecting as appropriate, telephone, email and face to face enquiries.

4.        Processing of financial transactions, including invoices, credit notes and raising requisitions/purchase orders in accordance with University procedures.

5.        Liaise with the finance hub as necessary both local and the main finance unit.

6.        Attendance at quarterly finance meetings.

7.        To assist and organise appropriate orientation arrangements with new staff members of the team as part of the induction process.

8.        Undertake any other duties of equivalent standing, which are not included but which are consistent with the role as required.

9.        Administrative support for Athena Swan, and other general Veterinary Diagnostic Services activities as directed by the Head of Division.

10.   Administrative support for Athena Swan, and other general Veterinary Diagnostic Services activities as directed by the Head of Division.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1. Ability to demonstrate the competencies required to undertake the duties associated with this post, having acquired the necessary knowledge and skills in a similar role, or: A 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. An up-to-date knowledge of applying Microsoft Office suite programs/applications including Word, Excel, Powerpoint, Outlook and OneDrive.

Desirable:

B1. Knowledge of the University of Glasgow systems, eg Agresso, Moodle, CMIS and MyCampus

Skills

Essential:

C1. Excellent administration skills.

C2. Ability to communicate clearly, orally and in writing to ensure effective reporting and customer service using tact, diplomacy, discretion and confidentiality.

C3. Effective planning, organising and prioritisation of workload.

C4. Ability to undertake tasks in a timely manner and to an acceptable standard.

C5. Meticulous attention to detail.

C6. Flexibility and willingness to adapt to changes.

C7. Ability to use initiative and judgement to resolve problems independently.

C8. Ability to work to tight deadlines within a pressurised environment.

C9. Ability to contribute to on-going operational and procedural efficiency improvements in an office environment.

Desirable

D1. Working knowledge of a LIMS system

Experience

Essential:

E1. Relevant experience in an administration supervisory role.

E2. Experience of processing financial transactions and maintaining accurate records of expenditure, including processing invoices and raising requisitions.

Desirable:

F1. Experience of an administration Higher Education establishment.

F2. Experience of maintaining and editing web pages and using social media for work.

Job Features

Dimensions

Based on the Garscube Campus, Veterinary Diagnostic Services sits within the Division of Pathology, Public Health and Disease Investigation within the School of Biodiversity, One Health and Veterinary Medicine. We provide a wide range of diagnostic services to the veterinary profession. Our client base includes the veterinary hospitals within the on campus (Small Animal Hospital, Weipers Centre for Equine Welfare and the Scottish Centre for ProductionAnimal Health and Food safety)and referring veterinary practices.

Planning and Organisation

Plan and organise workload effectively and efficiently to ensure requirements of VDS administration are met within deadlines.

Meticulous attention to detail at all times.

Ongoing review and improvements to office procedures.

Interested and proactive in continuous learning.

Decision Making

Ability to prioritise workload effectively.

Ability to make decisions within agreed boundaries and referring appropriately as necessary.

Internal/External Relationships

Daily contact with colleagues, visitors and students.

Regular communication with Finance.

Regular communication with external and internal clients.

Problem Solving

To act as first point of contact for all enquiries. Use initiative and judgement to resolve problems independently or advise to whom enquiries should be referred.

Identify potential problems and implement measures to solve /avoid issues arising.

Terms and Conditions

Salary will be Grade 5, £25,138 - £29,605 per annum.

This post is full time 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.