This is a great opportunity for an Administrative Assistant to join a busy and dynamic department and team providing Forensic Pathology Services to the The Crown Office and Procurator Fiscal Service (COPFS) who are Scotland’s prosecution service and death investigation authority.  The post holder will provide comprehensive secretarial and administrative support to the staff within the Forensic Medicine department and contribute in ensuring fulfilment of the Crown Office Contract and other activities.

Job Purpose

To provide comprehensive secretarial and administrative support including audio typing, to ensure fulfilment of the Crown Office Contract and other activities within the department of Forensic Medicine. The department supplies Forensic Pathology Services to the The Crown Office and Procurator Fiscal Service (COPFS), Scotland’s prosecution service and death investigation authority

Main Duties and Responsibilities

1.     To carry out a range of secretarial and administrative duties including communicating effectively and efficiently with staff, visitors, external agencies and members of the public and assisting with general enquiries.

2.     Audio typing of Post Mortem 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.

3.     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.

4.     Responsible for handling of all paperwork and maintenance of information input and output in the department's database to ensure reliable and accurate data.

5.     Manage a busy secure mail box receiving and sending of secure emails to various agencies and internal staff.

6.     Administration of electronic documents ensuring that all information with relation to cases is entered and updated on the bespoke database accurately.

7.     To purchase goods using the University procurement system (Agresso) and the reconciliation of all corresponding paperwork.

8.     Respond to enquiries (telephone, email and face to face) using initiative and judgement to resolve problems ensuring an efficient service is provided.

9.     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.

10.   Diary management and clerical support for meetings, occasional attendance at meetings and taking minutes.

Knowledge, Qualifications, Skills and Experience

Knowledge / Qualifications

Essential:

A1 Either: 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 and excellent skills in IT, including all Microsoft packages and databases

Desirable:

B1  Knowledge of medical terminology

B2  Forensic service knowledge

Skills

Essential:

C1  Excellent secretarial and administrative skills including typing speed and accuracy

C2  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 secretarial or administrative role.

C3  An awareness of the issues around confidentiality and dealing with sensitive material

C4  Ability to multi-task and maintain excellent keyboard skills whilst paying attention to detail and ensuring speed, accuracy and precision in all areas including data entry

C5  Ability to work to tight deadlines and prioritise a demanding workload

C6  Ability to use own initiative, work independently and as part of a team being pro-active in resolving issues with minimum supervision

Desirable:

D1  Audio typing skills

D2  The ability to use AGRESSO back office and web requisitioning system

Experience

Essential:

E1  Experience in a role that requires attention to detail and an awareness of the importance of accuracy

E2  Significant experience of planning and organising own workload effectively to meet tight deadlines.

E3  Experience of working in an establishment with time constraints and deadlines

E4  Experience of working with bespoke software packages and databases

Desirable

F1  Experience of operating an electronic dictation system and accuracy in transcription thereof

F2  Experience of working in a medical or legal establishment

F3 Purchasing/financial experience

Additional information

As part of your application you MUST address and demonstrate in writing how you meet EACH of the Essential / Desirable Criteria listing each eg A1, A2 etc. If you do not address each criteria 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 and a proof reading exercise.

Terms and Conditions

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

This post is full time (35 hours per week), and has funding for up until 31st August 2025 with the possibility of a further extension beyond this date.

Due to nature of work the role is on Campus,  Monday – Friday, 9am to 5pm and no option for hybrid working.

Closing date: 23.45 on 17th February 2025