Administrative Assistant at University of Glasgow in , United Kingdom Job Vacancy 2018

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Administrative Assistant March 2018
University of Glasgow

To provide efficient and effective administrative support for the undergraduate programmes in the School of Veterinary Medicine, with particular responsibility for the undergraduate course administration, examinations and undergraduate students.

Main Duties and Responsibilities

1. In conjunction with course leaders, assist in the administration of the BSc/BSc[Hons]/MSci Veterinary Bioscience and BVMS undergraduate programmes by preparing integrated timetables; making examination arrangements for students with special needs; liaising with students, liaising with Advisers of Studies, other University subject areas and external examiners; maintaining student records on MyCampus, including updating assessments gained for coursework or examinations.
2. Act as first point of contact for BSc Veterinary Biosciences students and academics dealing with their queries or problems in a manner that represents the School in a positive, welcoming light; offering appropriate initial support to students in close cooperation with academic staff; liaising with course leaders in order to relay the correct information to students/other academic staff.
3. Administer and compile the timetabling of the lecture/practical timetables for all courses/years as instructed by Course Leaders dealing with ad hoc changes to timetables and bookings of lecture theatres, laboratories, meeting rooms and inform staff/students.
4. Prepare, distribute and collect coursework assignments and liaison with external lecturers;
preparing student handbooks and/or web materials to ensure they are ready for the new students at the start of the academic year.
5. Maintain and update the VLE (Moodle) for the BSc course site as requested by teaching staff and assist in the BVMS course site with the uploading of notes, quizzes, questionnaires and information for students.
6. Ensure the examinations are administered in accordance with Course Leaders’ instructions. Liaise with course lecturers with regard to examination questions and sample answers, as necessary. Prepare class & degree examination papers and advising Computing Service on marking procedures for each MCQ examination. Organise specific examination arrangements for special needs students.
7. Administer all aspects of the examinations results process including maintenance of spreadsheets and checking of marks. Production of data summaries of marks and other paperwork required by the external examiner in the required timeframe. Production of final marks sheets and grades for Board of Examiners Meetings. Responsible for the passage of accurate information re grades to MyCampus.
8. Ensure that Quality Assurance Good Practice policy is adhered to as required for Academic Audit. Maintain detailed literature on all aspects of Quality Assurance. Produce student questionnaires and collate summary statistics as feedback for course lecturers. Organise and clerk Focus Group meetings.
9. Providing a range of secretarial/administrative services to support learning and teaching within the School, including dealing with emails and telephone calls, using initiative to resolve queries where possible; organise and minute Programme Board meetings, Focus groups and Board of Examiners meetings; maintaining accurate records and filing systems to ensure the efficient running of subject areas; making travel arrangements.
10. To undertake other administrative duties assigned by the Undergraduate School Manager in relation to the smooth running of the Undergraduate School.

Knowledge, Qualifications, Skills and Experience

A1 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.
A2 Working knowledge IT skills including Microsoft Word, Excel, Access, Powerpoint and Outlook.
B1 HNC/HND, VQ2/3, City & Guilds, or equivalent qualification in a business/administrative subject area or evidence of progression and development experience
B2 Knowledge of methods of HE assessment
B3 Knowledge of the University systems, e.g. MyCampus, Timetabling, Echo 360, EvaSys
B4 Knowledge of Virtual Learning Environments (VLE) (e.g. Moodle)
B5 Knowledge and understanding of developing and maintaining databases.
B6 Understanding of the University structure and academic regulations.
C1 Good organisational and administrative skills
C2 Excellent interpersonal skills.
C3 Ability to plan and work up to 1 year in advance.
C4 Ability to identify administrative problems and formulate appropriate solutions.
C5 Tact, diplomacy and discretion.
C6 Able to work with minimum supervision and as part of an extended team.
C7 Able to work proactively, multi-task and to use initiative.
C8 Good attention to detail.
D1 Ability to operate software for compiling and manipulating databases and production of documentation in Word, Powerpoint and Excel.
E1 Previous and relevant experience working in a busy office environment and multi-tasking.
E2 Experience of working in a higher education environment.
F1 Knowledge of administrative and organisational systems
F2 Experience clerking committees

Job Features

BSc – 18 individual course covering years 1-4
Customers: BSc approx. 100 students, 18 course leaders, School QA Officer, class reps, external examiners, guest lecturers, central University administration, Senate, Registry, Central Room Bookings.
BVMS approx. 135 students per year (~650)
Arranging and clerking of student focus groups and course team meetings to meet QA requirements.
Arranging and clerking of student focus groups and course team meetings to meet QA requirements.
Management of the archive of all examination scripts – in accordance with QA policy to ensure security and confidentiality and ease of retrieval.
Compilation of degree examinations timetable and informing course lecturers of marking deadlines to ensure time constraints are met.
Planning and Organising
To plan and organise workloads effectively and efficiently covering the various courses and completing them within the specified time constraints, ensuring that the requirements of the unit are met.
Set priorities and ensure that deadlines are met.
Proficiency to handle confidential matters expeditiously.
Develop and implement systems to standardise and improve procedures across the courses where appropriate.
Decision Making
Responding to student and staff enquiries.
Prioritising workload effectively.
Own initiative used in handling specific issues.
Internal/External Relationships
To liaise internally with the School QA Officer, course leaders, students and unit staff on a daily basis, ensuring information is disseminated appropriately.
To be in contact each term with central University services such as the Bedellus, Central Room Bookings, Computing Services and Registry with regard to timetables and examinations. Communicating by e-mail and telephone with guest lecturers and external examiners.
Problem Solving
To act as first point of contact for course enquiries from both students and lecturers. Use initiative and judgement to resolve problems independently or advise to whom enquiries should be forwarded.
The degree examinations process in particular involves a very large workload in a short timeframe. A considerable amount of forward planning and time management is required.
The post holder will initially be based within the School of Veterinary Medicine for a period of 6 months. Thereafter, the post holder may be required to transfer to a post to an alternative post within the College of Medical Veterinary & Life Sciences.
Additional Information
A UK-wide Athena SWAN Charter was established in 2005 to encourage and recognise commitment to advancing the careers of women in science, technology, engineering, maths and medicine (STEMM) employment in higher education and research. Overseen by the Equality Challenge Unit, the charter was expanded in May 2015 to recognise work undertaken in arts, humanities, social sciences, business and law (AHSSBL), and in professional and support roles, and for trans staff and students. The charter now recognises work undertaken to address gender equality more broadly, and not just barriers to progression that affect women.
The University is fully committed to tackling gender inequality in its work, learning, teaching and research environment and to support this currently holds an Athena SWAN Bronze Award at institutional level.
A number of Schools and Research Institutes currently hold Athena SWAN departmental awards including the School of Veterinary Medicine, with others working towards recognition at this level.
The University has a range of initiatives to support work-life balance and to promote a family friendly culture. This includes:
- Flexible Working Policy and policies on staff leave covering adoption, maternity, paternity, shared parental leave; time off to care for dependents; and bereavement leave:
- Nursery provision:
Gilmorehill Campus -
- and a range of other benefits, including childcare vouchers:

Standard Terms & Conditions

Salary will be on the Management, Professional and Administrative Grade, level 4, £18,777 - £21,585 per annum.
This post is full time (35 hours per week) and is open ended.
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.
Vacancy reference: 019413, Closing date: 6 December 2017.
It is the University of Glasgow’s mission 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 equity
The University of Glasgow, charity number SC004401.
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