Job Description

1. Provide comprehensive and high quality administrative support including word processing, maintaining and populating databases and spreadsheets, processing invoices, sales orders and requisitions, arranging interviews, taking minutes, send out large e-mailings and support for virtual and physical events.

2. Provide the first point of contact for telephone and e-mail enquiries to the Service from students, employers, academics and others fielding queries effectively and efficiently.

3. Following agreed criteria, accurately and efficiently post vacancies, internships, publish events, create forms, approve employer and student access and send communications using our Service operating system Target Connect.

4. For on campus activity, prepare equipment and perform all meet and greet procedures for employer activities. For on-line events set up and manage Zoom, Teams or other virtual meeting platforms. Organize efficient registration of students for the same and record data to our Target Connect portal.

5. Maintain a register of all service equipment ensuring all items are effectively signed in and out. Move and set out equipment and literature across various locations on campus within set timescales.

6. Update the Careers Service and the Global Opportunities websites and ensure that all links are live.

7. As instructed update a range of social media platforms.

8. Work with managers and teams across a range of disciplines within the service, keeping them appraised on workflow progress. Utilize the Service operating system Target Connect to support the same.

9. Contribute to review and changes of administration processes to meet the changing demands of the Service.

10. To undertake other duties and training and development commensurate with the post as required by line manager.

Required Knowledge, Skills, and Abilities

Either: 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. Good working knowledge of MS Word, Outlook, and Excel including mail merging. Knowledge of main office procedures. Knowledge of basic accounts. Knowledge of how to update websites and social media. Knowledge of databases. Knowledge of current recruitment practices. Knowledge of Target Connect. Knowledge of MyCampus and T4. Familiarity with Agresso or other software accounting package. Familiarity with Ivanti support works or similar. Ability to communicate effectively with a wide range of people, clarify requirements and respond effectively to users¿ needs. Proven ability to work under pressure and to strict deadlines. Excellent organizational skills. Proven ability to use initiative and where appropriate, refer problems timeously to aid resolution. Able to work autonomously as well as be an effective team member. Ability to pay attention to detail. Ability to multi task. Proven ability to demonstrate diplomacy, tact and discretion. Ability to prioritise workload. Up to date IT skills: MS Word, Outlook and Excel and databases. Experience in Microsoft Office, including mail merging. Experience of main office procedures, basic accounts, updating websites, social media and databases. Experience working with students and the business community in an educational setting. Experience Ivanti.