Job Purpose

To deliver a wide range of administrative and reception services within the School of Health and Wellbeing (SHW), serving as a key member of the Operational Team. The role includes providing exceptional and professional customer service as the assistant and backup to the main front desk post.  When required, you will act as the first point of contact for staff, students, visitors and members of the public in the School of Health and Wellbeing (SHW) in the Clarice Pears building.

The post holder will perform a variety of reception, operational and administrative duties efficiently and effectively, supporting the SHW administrative service.

A key focus of the role is managing building access processes, including collaborating with University of Glasgow teams, such as the ID Card team, and working closely with wider SHW colleagues.

The post holder will also provide cover for colleagues during absences and undertake any other duties necessary to ensure the smooth running of reception and administrative services within the school.

Main Duties and Responsibilities

1.      Provide a range of administrative and reception duties including assisting with Salto access, Visitors Book and badges, receiving deliveries and mail, organising taxis and campus parking for visitors, and various clerical tasks to support the reception service.

2.      To perform a range of efficient and professional administrative tasks in support of the SHW Operational Team, ensuring the delivery of exceptional service to the School.

3.      Provide administrative support to groups or committees, including notetaking, preparing summaries, or tracking follow-up actions as required

4.      Act as the first point of contact, responding to inquiries in a clear, professional, and timely manner. Manage communications effectively through the shared team inbox, ensuring prompt responses, and provide face-to-face support when needed to assist with inquiries or tasks

5.      Prepare documents, presentations and other materials using established formats and standard software packages.

6.      To prepare straightforward analysis, interpretation, and data manipulation.

7.      To actively plan and priorities work activities, assigning as appropriate routine tasks to others, to ensure operational efficiency.

8.      Collaborate with colleagues and participate in team/group meetings/seminars/workshops across the School.

9.      Assist in creating, designing, and monitoring content for digital signage screens within the building, ensuring layouts are visually appealing and integrate relevant, current, and engaging content from various media sources, under the guidance of SHW management.

10.   Undertake any other reasonable duties as required by the team.

11.   Engage in reasonable professional development activities as appropriate.

Knowledge/Qualifications

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.

A2.  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.

A3.  Detailed knowledge of relevant systems, equipment, processes, and procedures including software package.

Skills

C1.  Ability to undertake assigned tasks in a timely manner and to an acceptable standard.

C2.  Initiative and judgement to plan or schedule workdays and weeks ahead; to respond to changing requirements and resolve problems independently.

C3. Ability to communicate clearly, clarifying requirements, responding to colleagues and customers.

Experience

E1.  Experience of working in a busy office environment or undertaking a similar role.

Additional information

This role is based at reception in the Clarice Pears building and requires full-time, on-site attendance. Remote or hybrid working arrangements are not applicable due to the nature of the position.

Terms and Conditions

Salary will be Grade 4, £23,581 - £26,038 per annum pro rata.

This post is part-time (21 hours per week), and open ended with funding available up until 01 December 2026 in the first instance.

 Closing date: 23:45 on Monday 10th February 2025