Job Description

The post holder will provide a broad range of support services to the College leadership team; contributing to the achievement of the College’s strategic objectives by delivering a proactive, efficient and flexible range of administrative activities

Main Duties and Responsibilities

• Contribute to the customer experience within the College Leadership support team, exercising initiative and judgment to provide first-contact resolution to day-to-day operational issues and general enquiries on behalf of the College Leadership team. 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.

• Balance the quality, quantity and priority of own workload on a daily and weekly basis whilst aligning to the team’s priorities and objectives, to ensure that the needs of all customers are met in full, on time and to specification.

• Provide efficient and effective operational and administrative support to the College Leadership Team, 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.

• Responsible for arranging, drafting and distributing documents, presentations and other materials/resources on behalf of the College Leadership team to agreed specifications, using standard software packages and web-based platforms such as Office 365, OneDrive, Zoom, Microsoft Teams and T4.

• Conduct straightforward analysis, manipulation and interpretation of data on a range of topics for internal use, developing management information to support the broader activity within the Leadership Support team and to inform decisions taken by the College Leadership team.

• Promote close working links and act as a key interface with academic and professional services colleagues, to ensure College objectives are fully understood, providing information and advice where necessary to further the agenda and priorities of the College and institution as a whole.

• Responsible for coordinating meetings within Schools/Institutes/College as appropriate, preparing and distributing agendas and papers, and taking/communicating minutes from these meetings.

• Undertake other appropriate activities dependent on the needs of the customer.

Required Knowledge, Skills, and Abilities

Ability to demonstrate the competencies required to undertake the duties associated with this post, having acquired the necessary knowledge and skills in a similar role, or, a 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. Knowledge of higher education policies and procedures. Excellent communication and customer service skills, delivered with and conducted in confidence. The ability to plan, organize and priorities effectively, delivering work to standard and within deadlines. The ability to respond to changes in demands and/or pressures. The ability to work both independently and flexibly as part of a high performing team. Excellent stakeholder management skills.Knowledge of Microsoft Office programs/applications (including Word, Excel, PowerPoint, Outlook, Teams). Knowledge of other University software packages (Agresso, Oracle-based platforms etc.). Experience of providing administrative support with a team, working for a complex organization. Experience of applying judgment, policies and procedures. Experience of working with a range of customers across an industry/institution. Experience of providing PA support. Experience of working in a higher educational environment.