[New Job Opening] Personal Assistant to Head of School job Vacancy in University of Glasgow, 32 University Ave, Glasgow

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Job Details:
Company name : University of Glasgow
Position Name :
Personal Assistant to Head of School
Location:
32 University Ave, Glasgow
Job ID :
1764e8dfe2dfb557
Description : Job Purpose
As part of the School’s Leadership Support Team, provide a proactive, efficient and flexible range of administrative support services to the Head of School/Deputy Head of School and Head of School Professional Services and the wider School of Education Senior Leadership Team as required. Acting as first point of contact for both internal and external contacts, key stakeholders and members of staff, the role requires the post holder to work on their own initiative, dealing with a wide range of complex processes and devise solutions based on experience and judgement, providing a high level of customer services at all times.
Main Duties and Responsibilities
Provide professional administrative, operational and strategic support to Senior Leadership Team (SLT) members and associated offices and staff.
As part of a School Leadership Team, be a point of contact in the provision of an effective service and provide clear advice to colleagues, filtering issues and seeking resolution, planning and prioritising work activities, adjusting priorities as required.
Contribute to a culture of continuous improvement, supporting the implementation of process improvements that enhance customer experience by adopting and advocating standard operating procedures and work systems within the broader support team remit.
Provide efficient and effective operational and administrative support to the School SLT including: diary and stakeholder management; travel, hospitality and accommodation provision; resourcing support; and activity planning, using sound judgement based on experience and knowledge of individual customer needs and wants.
Regular drafting and preparation of complex and high-quality documentation, briefing papers, reports and presentations. Conduct appropriate research, as required, interpreting data and summarising findings for internal use, developing management information to support the broader activity within the Leadership Support team and to inform decisions taken by the School SLT.
Responsible for arranging, drafting and distributing documents, presentations and other materials/resources on behalf of the SLT to agreed specifications, using standard software packages and web-based platforms such as Office 365, OneDrive, Zoom, Microsoft Teams and T4. Produce concise briefing and progress notes.
Prepare agendas and associated papers; ensuring all key actions are followed up; clerk meetings and record concise minutes; co-ordinate and progress appropriate follow up actions and maintenance of case/events schedule.
Managing the School SLT files and other information; creating an efficient filing process, observing levels of confidentiality at all times.
Determine short term priorities, planning and scheduling work activities for weeks ahead to ensure operational efficiency
Undertake other appropriate activities dependent on the needs of the customer.
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 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.
Desirable
B1 Knowledge of higher education policies and procedures.
Skills
Essential
C1 Excellent communication and interpersonal skills.
C2 Ability to work independently and ability to proactively plan, organise and prioritise effectively, delivering work to standard and within deadlines.
C3 Self-motivated, with the ability to manage a variety of tasks, projects and priorities at one time.
C4 The ability to work both independently and flexibly as part of a high performing team.
C5 Exercise initiative, discretion and maintain high levels of confidentiality at all times.
C6 Excellent stakeholder management skills.
C7 Excellent IT skills and knowledge of Microsoft Office programs/applications (including Word, Excel, PowerPoint, Outlook, Teams).
Experience
Essential
E1 Experience of providing administrative support within a team, working for a complex organisation.
E2 Experience of general administration, clerking meetings, dealing with correspondence, and liaising with a diverse range of people both internal and external to the organisation.
E3 Experience of applying judgement, policies and procedures.
E4 Experience of complex diary management using Outlook, including its use for information management purposes.
E5 Experience of working with senior leaders and prioritising conflicting demands.
Desirable
F1 Experience of providing PA support.
F2 Experience of working in a higher education environment.
Standard Terms and Conditions
Salary will be on the Management, Professional and Administrative Grade, level 5, £22,847 – £27,116 per annum.
This post is full time (35 hours per week) and is offered on an open ended basis.
New entrants to the University will be required to serve a probationary period of 6 months.
The successful candidate will be eligible to join the National Employment Savings Trust (NEST) Pension Scheme. It is the University of Glasgow mission is to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment.
We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equality.
The University of Glasgow, charity number SC004401.
Closing date; 23rd February 2022
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