Learning and Teaching Support Administrative Assistant

Job Purpose

Act as first point of contact on the School of Engineering’s Teaching Office reception desk providing comprehensive administrative support to the school’s academic and administrative staff as well as to undergraduate and postgraduate Engineering students. Be responsible for maintaining key systems within the School of Engineering Teaching Office related to teaching and quality assurance.

Main Duties and Responsibilities

1. To act as a first point of contact at reception in a busy teaching office for staff, students and internal/external customers, communicating efficiently, effectively and courteously.

2. Monitor and respond to all enquiries within the School of Engineering Teaching Office email inbox and enquiries from the Helpdesk in a timely and professional manner.

3. Provide administrative support to student conduct cases including logging of cases, liaison with the Senate office and clerking of School conduct meetings.

4. Provision of administrative support to disciplines in the School of Engineering. Provide administrative support (clerk) to key discipline committees e.g. discipline meeting and staff student liaison committee meetings, making use of University systems (such as Sharepoint) for the management of committee paperwork.  Production of accurate minutes from these meetings. Administrative support for Q.A. activities within discipline including processing of changes to course and programme approval documentation, preparation of documentation for accreditation.

5. Administration of examinations including preparation of exam papers ensuring the moderation process is followed. Clerk to the Board of Examiners. Liaise with the external examiner and prepare all information required by him/her for pre-exam board scrutiny. Design and processing of Teleform exam scripts.  Publication of results.

6. Archiving of examination materials in accordance with the University retention plan.

7. Provide general office duties e.g. maintaining office equipment, responsibility for the upkeep of notices and maintenance of stationery stores. Identify and contribute to the implementation of new office procedures to continually improve office systems.

8. Monitor and approve all local room bookings with the School of Engineering.

9. Undertake any other duties as directed by the Head of the Teaching Office.

Knowledge, Qualifications Skills and Experience.

Knowledge/Qualifications

Essential:

A1 VQ 2/3, Standard Grades or equivalent including English or relevant work experience.

A2 Excellent knowledge of current IT packages including Word, Excel, and e-mail.

Desirable:

B1 Knowledge of University systems and Higher Education procedures.

Skills

Essential:

C1 Proven excellent administrative skills.

C2 Excellent interpersonal skills with the ability to communicate pleasantly and positively with others by telephone, email and in person. 

C3 Ability to work under pressure, and prioritise a busy workload responding to changing priorities as appropriate whilst maintaining a high standard of customer service.

C4 Ability to use own initiative and be pro-active in planning ahead. 

C5 Ability to work under minimal supervision as well as working as part of an extended team.

C6 Deal with confidential and sensitive matters with tact and discretion. 

C7 Excellent attention to detail (e.g. accuracy and precision in data entry).

C8 Flexibility and willingness to adapt to change. 

C9 Proven analytical, problem solving skills.

Desirable:

D1 Commitment to continuous personal improvement.

Experience

Essential:

E1 Relevant work experience preferably within Higher Education.

Desirable:

F1 Experience of using My Campus or other student records system.

F2 Teaching administration experience.

Terms and Conditions

Salary will be Grade 4, £22,681 - £25,138 per annum pro rata.

This post is part time (17.5 hours per week).  This post is to cover maternity leave for up to 12 months or until the substantive postholder returns.

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.

3 A flexible approach to working.

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/

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