Admin Assistant

Job Purpose

Responsible for the effective and efficient administrative support for the Geospatial Data Science Team at the University of Glasgow. The successful candidate will work closely with the team Lead, Prof Ana Basiri to provide administrative support in order to create and maintain relations with internal and external collaborators, among members of the team, while monitoring outputs, organising meetings and events, and reporting.Main Duties and Responsibilities1.To provide dedicated administrative support to the Geospatial Data Science Team. 2. Support project manager and the team lead with the creation and maintenance of the delivery plan, GANTT chart, Action Logs etc in support of overall activities. 3. To proactively identify opportunities to improve administrative systems, processes and procedures in order to improve the management of the team. 4. Develop and maintain the website and handbooks as well as creatively manage social media content to support the team specific marketing and communication strategy. 5. To undertake any other relevant management support duties as required. 6. To be the first point of contact for all staff queries relating to the team lead, including calendars and meeting, minutes, purchase orders, communication. 8. To use judgement, in a proactive way, to deliver a quality service including answering queries, providing information and guidance, resolving issues and allaying concerns as they arise. 9. To plan, coordinate and manage administrative activities that support and maintain the delivery of activities assigned by the core management team and working groups’ leads. 10. To support the ambitious delivery, management, and administration of the researcher career development programme, bid development. 11. To ensure an excellent service delivery to the team and visitors through travel booking and expenses. 12. Working with the project Manager to support and organise the workshops, seminars, events and conferences and manage travel arrangements for UofG researchers and external visitors. 13. Support the operational financial processes, including raising purchase orders, processing student expense claim forms and providing status reports as required. 14. Support the administration of an effective recruitment programme, including operational aspects of application data processing, assisting in monitoring progress, maintaining the recruitment tracker database. 15. To take minutes, and manage all records and files associated with the team, liaising with the extended Working Groups lead and advisory board. 16. To update webpages, handbooks, and social media to support the team specific marketing and communication strategy. 17. Contribute to a culture of continuous improvement through identifying and supporting the implementation of process improvements to enhance the student and staff experience and participate in wider improvement projects. 18. Performing other duties as requested, consistent with the grade level of the position and agreeing appropriate prioritisation of work with line management.Knowledge, Qualifications, Skills and ExperienceKnowledge/QualificationsEssentialA1 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 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.DesirableB1 Knowledge of Geospatial ecosystem.B2 Knowledge of UK Higher Education.SkillsEssentialC1 Proven skills in planning, organising and prioritising effectively.C2 Excellent interpersonal skills, able to handle sensitive situations with tact and diplomacy.C3 Excellent communication skills both oral and written.C4 Excellent IT skills including a detailed operational knowledge of spreadsheets and databases.C5 Self-motivated with proven ability to work effectively with little supervision.C6 Ability to work as part of a team.C7 Proven ability to deliver projects on time to pre-determined deadlines.ExperienceEssentialE1 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 related role(s).E2 Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation, using initiative and judgement to proactively resolve issues.E3 Experience of working in and contributing to the effectiveness of the wider team while also meeting own goals and objectives.E4 Experience of working with and handling large volumes of administrative data, records and information.DesirableF1 Experience of PGR or Research Services administration.F2 Previous experience of other software packages supporting enquiry management, student records and financial transactions such as My Campus, t4, Agresso.Terms and ConditionsSalary will be Grade 5, £25,138 - £29,605 per annum. This post is full time (35 hours per week), and has funding for up to 3 years in the first instance. As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity. As a valued member of our team, you can expect:1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook , benefits and discount packages.3 A flexible approach to working.4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University . We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community . We endorse the principles of Athena Swan and hold bronze, silver and gold awards across the University. We are investing in our organisation, and we will invest in you too. Please visit our website for more information.