Job Description

To provide efficient and effective secretarial and administrative support to within the Wellbeing & Inclusion team, which includes Counselling and Psychological Services, The Disability Service and Chaplaincy. To provide administrative and note taking support to the Head of Service at university committees, as required.

Main Duties and Responsibilities

1. To monitor service mailboxes and telephone lines and respond to general enquiries relating to provision within the Wellbeing & Inclusion team. To identify and escalate matters requiring senior level input and to ensure that enquiries are dealt with in a timely manner.

2. To facilitate appointment booking and ensure accurate input of information to the Online Booking System.

3. To organize and assist with the administration of meetings. This may include room bookings, the collation of papers, and circulation of diary invites, action tracking and minute taking, as appropriate.

4. To undertake financial duties: process timesheets, invoices and funding requests, order stationery and other office supplies as required, complete journal transfers, book travel; process goods received notes etc. within the on-line accounts system Agresso.

5. Reception duties including greeting arrivals, handling incoming queries, taking delivery of mail, dealing with cancellations and appointment rescheduling.

6. Update case management systems, processing sensitive information in line with GDPR requirements.

7. Update and maintain shared documentation and folders to ensure the availability of accurate and up to date procedural information for colleagues.

8. Compile accurate reports from service data for weekly and monthly updates provided to University management.

9. To collate information for FOI requests ensuring timely and accurate responses.

Required Knowledge, Skills, and Abilities

A1 Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3, or equivalent 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 / via relevant work experience. A2 Good knowledge of Microsoft Office applications, including Word, Excel and Outlook. A3 A basic understanding of data protection and working with confidential information. B1 Knowledge of the University systems, e.g. MyCampus, T4 and CMIS B2 European Certificate Driving License (ECDL) or equivalent IT related qualification. C1 Accuracy and attention to detail. C2 Good IT skills with Microsoft Office software (Word and Excel) used to support administrative tasks. C3 Good time management skills and ability to priorities a busy workload. C4 Excellent administrative and secretarial skills. C5 Effective and clear written and oral communication skills. C6 Discretion and ability to maintain confidentiality. C7 Ability to work independently, under supervision or as part of a team. C8 Ability to work to agreed deadlines in a time constrained environment. C9 Ability to draft routine correspondence. D1 Accounts package familiarity. E1 Experience in a relevant and or administrative role. E2 Experience of Microsoft Office packages e.g. word, outlook, excel. E3 Experience of working within an office based environment. E4 Experience of dealing effectively with a range of customers. E5 Experience of prioritizing day to day tasks and working to deadlines. F1 Experience of working in a higher or further education setting. F2 Experience of organizing workshops /events.