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Administrative Officer

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University of Glasgow

3mo ago

  • Job
    Full-time
    Mid & Senior Level
  • Government & Politics
    People, HR & Administration
  • Glasgow

AI generated summary

  • You should have relevant experience, strong administrative skills, knowledge of ASPA, excellent communication and project management abilities, and proficiency in Microsoft Office and Agresso.
  • You will coordinate meetings, draft agendas and minutes, support policy development, manage financial procedures, and enhance internal communication channels while ensuring compliance with governance standards.

Requirements

  • A1 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). Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.
  • A2 Practice-based knowledge of establishing and delivering a comprehensive range of administrative services in busy office or project environment.
  • B1 Knowledge of the Animal (Scientific Procedures) Act 1986 (ASPA).
  • C1 Excellent oral communication, interpersonal and influencing skills with the ability to interact with a wide range of stakeholders, work collaboratively across organisational boundaries and behave in a professional manner using tact, discretion and diplomacy.
  • C2 Competence in using Microsoft Office suite including collaborative tools in O365, including SharePoint.
  • C3 Robust, flexible, and resilient approach to different stakeholders in a complex and challenging environment.
  • C4 Ability to use initiative, work independently and proactively to progress projects and to successfully challenge existing practice to bring about change and service improvement as required.
  • C5 Effective written and oral communication skills, including presentation skills and the ability to communicate confidently and clearly.
  • C6 Excellent organisational and project management skills, including the demonstrated ability to coordinate multiple projects simultaneously and meet internal and external timescales.
  • C7 Ability to manage budgets and navigate financial management systems.
  • C8 Strong analytical abilities to logically assess data and prepare reports/briefings incorporating data analysis, problem-solving skills that can be applied to varied and complex tasks with high attention to detail.
  • C9 Proficient in navigating and utilising Agresso system.
  • D1 Skilled in utilising T4 web design for website management/development.
  • E1 Relevant experience in a similar role.
  • E2 Experience of working independently, using initiative, judgement and discretion to resolve issues and challenges.
  • E3 Experience of working successfully as part of a team.
  • E4 Experience of using initiative to solve problems or deal with unexpected changes in workload.
  • E5 Experience of ensuring compliance with policies, procedures or external compliance.
  • F2 Experience of using influencing and negotiating skills to build strong relationships with colleagues.

Responsibilities

  • 1. Take a lead, under the direction of the Head of the Court Office, in operational support of ASPA and the AWERB. This will involve co-ordinating and drafting agendas, collating and drafting papers, presentations, recording minutes and actions liaising with all PPL and PIL holders.
  • 2. Contribute to the development and collation of relevant information to support the preparation of statutory reporting such as SC18 reports, annual returns and Home Office visits and Full System Audits, Thematic Audits and Facilities Audits.
  • 3. Support the development of policies and procedures in relation to the Standard Condition governance reporting and for the AWERB Committee, including sector research, stakeholder consultation and securing necessary approvals.
  • 4. Maintain and improve the University's AWERB webpages.
  • 5. Take the lead in organising and providing administrative support for a number of working groups and committees such as the Ethics Committee, Sustainability Working group. This will involve co-ordinating and drafting agendas, collating and reviewing papers, presentations, recording minutes and actions.
  • 6. Lead and manage supplier approval, purchase orders, expenses, etc utilising the Agresso system, ensuring adherence to the University’s financial procedures.
  • 7. Undertake other administrative duties as assigned by the COO/US or the Head of the Court Office.
  • 8. Develop and manage internal communication channels such as Teams and SharePoint which involve, engage, and inform colleagues. Proactively implement and continuously update procedures inline with Home Office guidance to streamline processes within the Office.

FAQs

What is the primary purpose of the Administrative Officer role?

The primary purpose of the Administrative Officer role is to provide comprehensive support to the Head of Court Office in relation to governance systems and processes associated with the Animal (Scientific Procedures) Act 1986 (ASPA).

What are the key responsibilities of the Administrative Officer?

Key responsibilities include operational support for ASPA and the AWERB, coordinating meetings, preparing statutory reports, developing policies and procedures, managing administrative tasks, and serving as the Finance officer for the Court Office.

What qualifications are required for this position?

Candidates should demonstrate the necessary competencies through personal development in related roles or possess a Scottish Credit and Qualification Framework level 8 qualification, along with relevant experience in a similar role.

What essential skills are needed for this job?

Essential skills include excellent communication and interpersonal abilities, proficiency in Microsoft Office and collaborative tools, strong organizational and project management skills, and the ability to manage budgets effectively.

Is knowledge of the Animal (Scientific Procedures) Act 1986 (ASPA) required for applicants?

While it is desirable to have knowledge of the Animal (Scientific Procedures) Act 1986 (ASPA), it is not a strict requirement for applicants.

What kind of experience is necessary for this role?

Relevant experience in a similar role is essential, along with the ability to work independently, successfully collaborate as part of a team, and ensure compliance with relevant policies and procedures.

What salary can be expected for this position?

The salary for the Administrative Officer position is Grade 6, ranging from £33,232 to £36,924 per annum.

Is this a full-time position?

Yes, this post is full-time and open-ended.

Are there benefits for employees in this role?

Yes, employees can expect a generous employment package including 41 days of leave for full-time staff, a pension scheme, benefits and discount packages, as well as a commitment to health and wellbeing support.

How does the University of Glasgow promote equality and diversity?

The University of Glasgow promotes equality, diversity, and inclusion as core values, welcoming applications from individuals across communities, particularly those from under-represented backgrounds.

Is remote work possible for this position?

Yes, there is support for remote work, but it is offered in a hybrid format.

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University of Glasgow

Changing the world since 1451 🌍

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Our mission is to undertake leading-edge, internationally-competitive research while offering a challenging student-centred learning environment. Through our status as a leading international university, we aim to sustain and add value to Scottish culture and society, to the natural environment and to the national economy.