Administrative Assistant (Forensic Medicine)

University of Glasgow, United Kingdom

Updated: about 2 months ago
Location: Glasgow, SCOTLAND
Deadline: 27 Feb 2024

Job Purpose

To provide comprehensive secretarial and administrative support to the staff within the Forensic Medicine department and to ensure fulfilment of the Crown Office Contract and other activities.

Main Duties and Responsibilities

  • Audio typing of Postmortem reports to be submitted to Procurator Fiscals, update and finalise these reports for completion against a pre-set time constraint to ensure that the criteria within the Crown Office Contract is adhered to on behalf of the University.
  • To carry out a range of secretarial and administrative duties including communicating effectively and efficiently with staff, students, visitors, external agencies and members of the public and assisting with general enquiries.
  • Maintain the filing and scanning of Postmortem paperwork ensuring that all information with relation to cases is entered and updated on the bespoke database accurately.
  • Respond to enquiries (telephone, email and face to face) using initiative and judgement to resolve problems ensuring an efficient service is provided.
  • Manage a busy mailbox receiving and sending of secure emails to various agencies and internal staff.
  • Administering a large amount of electronic documents ensuring they are stored within the bespoke database and internal folder structure.
  • Responsible for handling of all paperwork and maintenance of information input and output in the department's database to ensure reliable and accurate data.
  • Responsible for handling and processing reports for pathology cases and the distribution of these ensuring that target deadlines are met following stringent procedures for ensuring their accuracy and confidentiality.
  • To provide cover in the absence of colleagues as and when required and any other duties that may be assigned to ensure the smooth running of the office.
  • Responsible for writing and updating annually a number of administration procedures ensuring they are completed within timescales.
  • Responsible for ensuring office machinery and consumables are suitably available and in working order.
  • Diary management and clerical support for meetings, occasional attendance at meetings and taking minutes.
  • To purchase goods using the University procurement system (Agresso) and the reconciliation of all corresponding paperwork.

    • Knowledge/Qualifications/Skills/Experience

    Knowledge and Qualifications

    Essential:

    A1. 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. Or, 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.

    A2 Strong knowledge of and excellent skills in IT, including all Microsoft packages and databases.

    A3 Knowledge of medical terminology.

    Desirable:

    B1 European Computer Driving Licence.

    B2 Forensic service knowledge.

    Skills

    Essential:

    C1 Excellent audio transcribing and copy typing speeds and accuracy.

    C2 Accurate keyboard skills.

    C3 Excellent secretarial and administrative skills.

    C4 An awareness of the issues around confidentiality and dealing with sensitive material.

    C5 Ability to multi-task and maintain excellent attention to detail, e.g. speed, accuracy and precision in all areas including data entry.

    C6 Ability to work to tight deadlines and prioritise a demanding workload.

    C7 Ability to use own initiative, work independently and as part of a team being pro-active in resolving issues with minimum supervision.

    C9 Courteous and efficient telephone manner and ability to communicate effectively and personably with staff and external contacts.

    Desirable:

    D1 The ability to use AGRESSO back office and web requisitioning system.

    Experience

    Essential:

    E1 Experience of working in a medical or legal establishment with knowledge of medical terminology.

    E2 Experience in a role that requires attention to detail and an awareness of the importance of accuracy.

    E3 Significant experience of planning and organising own workload effectively to meet tight deadlines.

    E4 Experience of working in an establishment with time constraints and deadlines.

    E5 Experience of working with bespoke software packages and databases.

    E6 Experience of operating an electronic dictation system and accuracy in transcription thereof.

    Desirable:

    F1 Purchasing/financial experience.

    F2 Experience of working in a higher education institution with knowledge of policies and procedures.
    F3 Experience of minute taking.

    Please note: 

    • as part of your application, you MUST address, and demonstrate in writing how you meet EACH of the Essential/Desirable criteria listing each e.g. A1, A2 etc. If you do not address each criterion point by point your application will not be considered.
    • as part of the interview process you will be required to perform an audio typing test for speed and accuracy.

    Terms and Conditions

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

    This post is full time (35 hours p/w) and has funding to 31 March 2025 (currently under negotiation).

    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.


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