Job Purpose

The post holder will be part of the Estates Planning and Administration Team reporting to the Executive Lead and support the delivery of a high-quality range of administrative, business, and operating functions within the Directorate. This will include significant forward planning, interacting with key internal and external stakeholders, acting as a professional representative, and proactively and independently managing work in a fast-paced environment.

Main Duties and Responsibilities

1. Provide a high level of administrative and business support to Executive and Leadership Team to facilitate the balance of their full range of professional and management responsibilities. This will involve active management of correspondence and filtering enquiries on their behalf, diary management and scheduling, undertaking administrative and secretarial duties and assisting with managing queries in a timely and appropriate manner.

2. To provide support to Executive and Leadership Team and contribute to a culture of continuous improvement by implementing service improvements and new processes to enhance quality of services and ensuring the efficient running of operational activities within the Directorate.

3. Coordination of relevant board, governance and committee dates and schedules, forward planning in advance and liaison with internal and external stakeholders. Working closely with convenors to agree agenda content, collate and distribute papers and attend meetings as a clerk to record accurate notes and act as the primary contact by circulating post meeting papers including following up on relevant actions with the appropriate person and issuing subsequent board approvals.

4. Responsible for preparing professional business documents, presentations and reports using standardised formats. Administering confidential information, records, documents and collating data and information from University systems and external sources, in line with best practice, University records management protocols and relevant General Data Protection Regulations and ensuring appropriate storage, archiving and destruction as per agreed retention schedules.

5. Collaborate and liaise with a diverse network of internal and external colleagues and associates with whom members of the Executive and Leadership work, engaging in positive and productive communication and negotiation to ensure joint business requirements are met.

6. Coordinating internal and external meetings, events, and project management. Organising room bookings, venue hire and internal and external catering.

7. Organise travel and relevant insurance and visas. Liaising as necessary with travel agents, internal colleagues, and external institutions/companies. Prepare comprehensive itineraries in advance of travel.

8. Process purchase orders and expenses using Agresso and in line with the University’s financial procedures.

9. Organise, facilitate and promote events and workshops with internal and external stakeholders.

10. Coordinating responses to FOI and SAR enquiries including cross-Directorate data collection.

11. Develop and manage internal communication channels such as Microsoft Teams/SharePoint which involve, engage, and inform colleagues.

12. Engage in reasonable professional development activities as appropriate.

13. Undertake any other reasonable activities dependent on the needs of the team in the event of absence or increased service demand and as directed by the Executive and Leadership Team and the Executive Support Lead.

Knowledge, Qualifications, Skills, and Experience

Knowledge/QualificationsEssential:

A1 Scottish Credit and Qualification Framework Level 7 [Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate] or equivalent, and experience of personal development in a similar role.

A2 Knowledge of the General Data Protection Regulations and their application in respect of the management, retention and use of records, information and data.

A3 Excellent knowledge of Microsoft Office programs/applications including Word, Excel, PowerPoint, Outlook, SharePoint and OneDrive.

Desirable:

B1 Knowledge of Higher Education.

B2 Knowledge of University software packages e.g. Agresso

B3 Knowledge of the University governance and policy framework.

B4 Knowledge of PPM Anywhere.

Skills

Essential:

C1 Excellent oral and written communication and interpersonal skills, with the ability to challenge assumptions and practices and identify areas of process improvement.

C2 Excellent organisational, planning and time management skills, with the ability to multi-task and deliver high quality work unsupervised and within deadlines.

C3 Ability to plan and prioritise effectively and manage complex tasks with competing demands to meet tight deadlines and support a wide range of Senior Managers.

C4 The ability to work both independently and flexibly as part of a high performing team with excellent stakeholder management skills.

C5 Well developed analytical, problem-solving, and decision making skills with the ability to take ownership of problems or issues and deliver suitable solutions.

C6 Flexible in approach, with the ability to react in a constantly changing and learning environment.

C7 Excellent attention to detail and effective IT skills, especially in Outlook, Word and Excel.

Experience

Essential:

E1 Proven, relevant administrative experience and demonstrable success in the provision of high-quality, professional business or Executive Administrator services.

E2 Experience of supporting senior colleagues with a large portfolio of responsibility.

E3 Demonstrable experience in the management of confidential and sensitive information and the ability to conduct business with absolute discretion and diplomacy.

E4 Experience of clerking formal committees including accurate note taking, timely collation and distribution of papers, and follow-through on actions.

E5 Experience of working effectively with multiple stakeholders and collaborating across organisational boundaries to achieve goals and objectives.

E6 Experience of collaborating, with the ability to contribute to team situations, effectively support colleagues and work successfully within a team.

Desirable:

F1 Experience of working within the Higher Education Sector. F2 Experience of providing administrative support to a Senior Manager.

Terms and Conditions

Salary will be Grade 5, £26,038 - £30,505 per annum.

This post is full time (35 hours p/w) and open ended.

Closing date: 2 February 2025 @ 23.15

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.