Administrative Assistant

Job Purpose

To provide effective and efficient operational and administrative support for Life Sciences undergraduate programmes and courses. To provide enquiry, information, advice, and front-line support service to prospective, new and continuing students. To support staff and colleagues involved in teaching and teaching administration.

Main Duties and Responsibilities

1.       Provide administrative support for a wide range of operational and teaching functions, apply detailed knowledge of appropriate standard operating procedures and working practices, suggest and implement improvements, and exercise initiative and judgement to ensure effective service delivery.

2.       Facilitate and provide administrative support to members of the senior management team in the conduct of their duties, including scheduling and minuting of meetings, making room bookings, drafting documents and data gathering.

3.       Responsible for working closely with Directors of Education and Course Coordinators to provide administrative support for degree programmes and courses, taking advantage of existing systems and technology to ensure high levels of service delivery and data quality. Organise and clerk committees as required ensuring documentation is issued in a timely manner, monitor and follow-up action points to conclusion and maintain committee action logs.

4.       Be proactive in supporting undergraduate students throughout registration and enrolment, accurately update student records as required, and ensure all students are fully registered and enrolled on appropriate courses to fulfil their Plan rules. Responsible for reviewing and instigating appropriate follow-up actions to ensure records are maintained and accurately updated.

5.       Support teaching staff with the management of assessment and feedback for courses and programmes and any additional course administration. Manage pre-session administration, and all teaching event bookings for courses on CMIS, and assist with timetabling as required.

6.       Produce results from course evaluation questionnaires (EVASYS), collect SARDS (Summary and Response Documents), and provide data for student feedback and annual course monitoring reports.

7.       Liaise with programme/course coordinators to ensure that specification documents are regularly reviewed and updated. Assist with the preparation of documentation for course and programme proposals in line with college and Life Sciences processes and timescales. Ensure all specifications are updated for publication in the University’s course catalogue.

8.       Support student recruitment and conversion activities; attend Open Days; plan for programme and course induction meetings; prepare Course Moodle Information Documents for undergraduate programmes and courses, assist with maintenance of course Moodle sites.

9.       Manage the attendance protocol, including for undergraduates with visa requirements, and maintain accurate records of engagement with studies.

10.    Support the work of the other members of the team, including sharing work during periods of peak workload and staff absence to ensure that full support is available.

11.    Engage in personal, professional and career development, to enhance knowledge and skills.

12.    Duties of the post outlined here are not exhaustive, the postholder will be expected to be cooperative and flexible and undertake such other duties as may be reasonably expected by management. The duties of the post will be subject to review in line with changing requirements, both internal and external.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1  Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, including Higher English or the 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.

A2 Excellent working knowledge of Microsoft Office.

Skills

Essential 

C1Proven ability to work to and within deadlines, managing multiple complex tasks and processes simultaneously, to a high degree of accuracy.

C2Proven ability to work independently and organise own daily workload without supervision, whilst also being a strong team player.

C3 The ability to communicate effectively in writing to a high standard for the purposes of student documentation, correspondence, developing content for Moodle/web site.

C4 Excellent verbal communication and interpersonal skills, demonstrating tact, diplomacy, assertiveness to build excellent relationships with students and colleagues at all levels.
C5 Numerate with excellent IT skills, proficient in use of Microsoft Office 365 apps and ability to interpret, manipulate and present data. 

C6 Able to work as part of a team to deliver excellent support to academic colleagues and students. 

C7 Demonstrated ability to exercise initiative, discretion and maintain confidentiality always.

Desirable

D1 High level of competence in using University systems to manipulate, interrogate and update programme/course and student records and produce reports.

Experience

Essential

E1 Proven ability to act calmly, methodically and in good humour within a pressurised environment, meeting tight schedules while providing a positive and responsive service.

E2 Experience of excellent service delivery and building effective working relationships with internal and external colleagues. 

E3 Proven analytical, organisational, planning and problem-solving skills.

Desirable:

F1 Experience of organising and providing administrative support to (clerking) meetings/committees, producing accurate minutes to tight deadlines and follow through on actions.

F2 Relevant experience of a Higher or Further Education environment.

F3 Experience of working directly with students.

F4 Working knowledge of activities of other areas of the University that relate to support for undergraduate taught students.
F5 Experience of University of Glasgow undergraduate teaching procedures. 

F6 Experience of analysing data and producing pivot tables, graphs and charts in Excel.

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.