Administrative Officer

Job Purpose

To provide effective and efficient administration that supports teaching, research, planning, and other initiatives for the various teams and departments at Glasgow Royal Infirmary (GRI) Campus, and across School of Medicine, Dentistry and Nursing (SoMDN).

Main Duties and Responsibilities

1. Provide high-level administrative support that comprehensively assists GRI Campus academics in their delivery of teaching (e.g. student records, teaching materials, assessments/ examinations, marking, room bookings, timetables, Moodle platform and teaching events) as appropriate.

2. Plan and prioritise own workload, anticipating pressure points in the academic year, to ensure deadlines are met and an efficient service is provided to staff and students.

3. Be a main point of contact dealing with day-to-day queries from academics, students, and staff, providing advice and guidance and referring onwards as appropriate.

4. To actively support academic staff and contribute to programme and course administration including the booking of teaching rooms across SoMDN for course delivery, liaising with central timetabling team as necessary. Administration duties potentially include managing the coordination of all relevant documentation; supporting registration and enrolment; on-course administration of programmes and courses; assistance with assessments; clerking of relevant school committees as requested and ensuring student records are maintained on systems.

5. Work independently to deliver a range of comprehensive Finance and HR related duties for managers and academics that support CRF (Clinical Research Fellow), PGR (Post Graduate Research), guest lecturers, teaching assistants etc.

5.1 To proactively co-ordinate and support recruitment and onboarding activities ensuring full compliance with University-wide policies and procedures, and the management of confidential information and personal data are adhered to.

5.2 To review and process financial activities including approvals, purchases, cash handling ensuring all internal process and controls are adhered to.

5.3 To support financial requirements in relation to NHS GGC funded posts and liaise with their HR, Finance and other departments as necessary to meet CRF and research project demands.

6. To actively manage and update spreadsheets, databases and systems ensuring relevant changes are tracked through to approval. To provide reports using various software packages.

7. Organise student travel requests and accommodation needs liaising with travel agents, internal colleagues and external companies.

8. To help ensure the delivery of a professional reception and front of house service including providing desk cover.

9. Assist and co-ordinate arrangements for organised events at NLB including authorising the booking of rooms, catering areas, open-plan areas, and ensuring they are set up in line with booked requirements. Check Audio Visual (AV) and Lecturer Theatre video linking equipment is operating, and stock/supplies and services are readily available. This includes external booking requests by NHS GGC and other associated colleagues.

10. Responsible for updating action plans and clerking at meetings as requested by the New Lister Building Manager.

11. As part of the Professional Services team flexibly support the range of Learning and Teaching activities of the School by undertaking any other relevant duties appropriate to the post/grade.

12. Undertake any other reasonable duties assigned by the New Lister Building Manager.

Knowledge, Qualifications, Skills and Experience

Knowledge/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

A2 Scottish Credit and Qualification Framework Level 7 (Advanced Higher/Scottish Vocational Qualification Level e, Higher National Certificate) or equivalent and experience of personal development in a similar role.

Desirable:

B1 Up to date knowledge of University policies and procedures, legislation, departmental best custom and practice.

Skills

Essential:

C1 Experience of meeting minute taking

C2 Good written, verbal communication and people skills (ie discretion, assertiveness and ability to handle difficult situations).

C3 Excellent and demonstrable organisational and prioritisation skills.

C4 High level of initiative and decision making to resolve issues and determine when to involve senior level management.

C5 Accuracy and attention to detail.

C6 Numeracy and the experience of working with spreadsheets and financial reports.

C7 Excellent IT skills with a good working knowledge of Excel and data security.

C8 Experience of dealing with financial/or budgetary information

C9 The ability to work in a small team and to interact as team member across SoMDN.

Desirable:

D1 Knowledge of UofG bespoke IT systems.

Experience

Essential

E1 Previous experience in a similar role with above qualifications OR evidence of progression and development gained through extensive experience in a teaching support or Higher Education role.

E2 Regularly handling large and varied workloads.

Terms and Conditions

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

This post is full time (35 hours per week) 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.