Undergraduate Anatomy Facility, Assistant Administrator

Anatomy Facility

College of Medical Veterinary & Life Sciences

School of Medicine, Dentistry & Nursing

An exciting opportunity has arisen in the Anatomy Facility for a new assistant administrator to join us.  You will be providing support to a senior administrator and our Anatomy team across a range of administrative activities including the administration of our Body Donation programme.

We are looking for people with good administrative skills and excellent attention to detail. The role will involve working with families and representatives of those donating their bodies to medical science and will require you to provide advice with sensitivity and understanding.

Job Purpose

The job holder is a member of both the Anatomy administrative team and the wider Anatomy team. This is a key role responsible for the administration of the Body Donation Programme as well as the provision of general administrative support for the Anatomy Facility.

Main Duties and Responsibilities

1.    To act as a key point of contact for the Body Donation programme, providing advice and guidance on a wide range of processes and procedures to both internal and external stakeholders and ensuring a sensitive, responsive, customer-focused service is delivered.

2.    To actively ensure that all documentation and records related to the Body Donation programme are accurately recorded and maintained at all times and meet the requirements of GDPR regulations and other relevant protocols. This includes an understanding of GDPR and the ability to ensure the records are GDPR compliant.

3.    Responsible for supporting the coordination and organisation of the Annual Inspection by His Majesty’s Inspector of Anatomy and the Anatomy Memorial Service.

4.    Working closely with the Scottish Bequest Co-ordinators Group to proactively engage and contribute to the development of delivering good practice and act upon nationally agreed updated procedures as and when required.

5.    To support the co-ordination and active promotion of all publicity material for the Body Donation Programme, both paper and electronically, ensuring these are made available as widely as possible and the Body Donation programme is publicised and promoted through all appropriate routes and platforms.

6.    Providing general administrative support to various committees related to the Anatomy Facility, (setting up meetings, minuting, preparing paperwork).

7.    To provide proactive administrative support for the Anatomy Facility including supporting operational budgetary and HR support, and diary management for the Head of the Anatomy Facility as required.

8.    To contribute and work collegiately as part of the Anatomy administrative team ensuring that knowledge and skills are shared within the team and appropriate cover arrangements can be provided for all business-critical activities.

9.   To undertake CMIS timetabling activities - responding to change requests and new room booking requests for local space events by updating CMIS and local calendars. Working closely with academic and technical staff to manage the annual rollover of CMIS data ensuring data integrity and making changes/corrections/additions, as necessary.

10.  Undertake any other relevant administrative duties as reasonably requested by the senior administrator and as required by the Anatomy Facility.

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 through personal development and progression in a similar role(s).

Or

Scottish Credit and Qualification Framework level 7 (SVQ level 2/3, HNC) or equivalent, and experience of professional development in a similar role.

Desirable: 

B1. Knowledge of University core business systems such as MyCampus, CMIS and Moodle.

Skills

Essential: 

C1. Good interpersonal and communication skills, including tact, sensitivity, and discretion.

C2. Proficient in the use MS Office (Word, Excel, Outlook).

C3. Ability to plan and prioritise tasks across a range of administrative activities.

C4. Ability to work accurately, with excellent attention to detail, summarising relevant information in an efficient manner.

C5. Ability to work independently as well as part of a team.

C6. Ability to demonstrate a proactive approach to problem solving.

C7. Flexibility to work across and prioritise a range of tasks to ensure deadlines are met.

C8. Numeracy skills to support organisational budget management.

Experience

Essential:

E1. Relevant administrative experience in a busy office environment.

E2. Experience of dealing effectively with a wide range of customers and staff using initiative and judgement to proactively resolve issues.

E3.  Experience of providing accurate minutes of meetings.

Desirable

F1. Experience of working within a Higher Education environment.

F2. Experience of providing administrative support to senior academics.

Terms and Conditions

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

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

Closing date 23:45 on Thursday 13th February 2025.