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Administrative Officer - Ferguson Bequest

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University of Glasgow

3mo ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Glasgow

AI generated summary

  • You should have relevant experience, excellent communication, project management, budget handling skills, and proficiency in Microsoft Office and Agresso. Familiarity with web design and social media is a plus.
  • You will manage Ferguson Bequest operations, coordinate applications, oversee funding allocation, organize committees, maintain webpages, and streamline internal communications.

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.
  • 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 Experience of budget management.
  • 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.
  • F1 Experience of using influencing and negotiating skills to build strong relationships with colleagues.
  • F2 Experience of using different social media platforms to promote activity and information.

Responsibilities

  • Responsible for the day to day management and operational support of the Ferguson Bequest, including drafting communications and ensuring the allocation of the funding to the relevant groups and issuing of all ticket allocations.
  • Support the development of policies and procedures in relation to the Ferguson Bequest, including working independently to identify and liaise with external agencies to increase the offering available to all staff in line with the Bequest.
  • Work with colleagues from across the University to identify areas to build and manage a pipeline of funding requests to be put forward to the committee including supporting the drafting of applications, offering advice and identifying areas that could be included in applications.
  • Responsible for coordinating the application process for the Ferguson Bequest, including setting and reviewing spend targets for the fund. Coordinate the annual reporting and review process for Ferguson Bequest.
  • Maintain and improve the University's webpages in relation to the Ferguson Bequest to raise awareness of the Bequest and to improve the funding application process.
  • Take the lead in organising and providing administrative support for a number of working groups and committees such as the MyCampus Working Group, Sustainability Working Group and the Cash Investment Committee. This will involve co-ordinating and drafting agendas, collating and reviewing papers, presentations, recording minutes and actions.
  • Process supplier approval, purchase orders, expenses, purchasing card use etc using Agresso and in line with the University’s financial procedures for the Ferguson Bequest.
  • Undertake other duties as assigned by the COO/US or the Head of the Court Office.
  • Develop and manage internal communication channels such as Teams and SharePoint which involve, engage, and inform colleagues. Proactively implement and continuously update procedures to streamline processes within the Office.

FAQs

What is the main purpose of the Administrative Officer for the Ferguson Bequest?

The main purpose of the Administrative Officer is to develop and manage the day-to-day operations and initiatives of the Ferguson Bequest, serving as the primary point of contact for all administrative matters related to the Bequest.

What are the key responsibilities of the Administrative Officer?

Key responsibilities include managing day-to-day operations, developing policies and procedures, coordinating funding applications, maintaining webpages, organizing meetings and committees, processing financial transactions, and supporting various administrative tasks as needed.

What qualifications are required for this position?

Essential qualifications include experience in a similar role or a Scottish Credit and Qualification Framework level 8 qualification, along with a practice-based knowledge of comprehensive administrative services.

What skills are necessary for the Administrative Officer role?

Necessary skills include excellent oral communication, proficiency in Microsoft Office and collaborative tools, strong organizational abilities, project management skills, budget management experience, and strong analytical capabilities.

Is this position part-time or full-time?

This position is part-time, with a commitment of 21 hours per week.

What is the salary range for the Administrative Officer role?

The salary for this position is Grade 6, ranging from £33,232 to £36,924 per annum pro rata.

What benefits are offered to employees?

Employees can expect a warm organizational culture, generous leave, pension benefits, a flexible working approach, and support for health and wellbeing, including a free 6-month UofG Sport membership for newcomers.

Is there a commitment to equality and diversity at the University of Glasgow?

Yes, the University of Glasgow promotes equality, diversity, and inclusion, actively welcoming applications from under-represented groups, including those from the BAME community and other protected characteristics.

What additional duties may the Administrative Officer undertake?

The Administrative Officer may undertake other duties as assigned by the COO/US or the Head of the Court Office, including assisting on projects or events and collaborating with other services/stakeholders as needed.

Will the position require proficiency in any specific systems?

Yes, proficiency in the Agresso financial management system is required, along with the ability to navigate and utilize it effectively for processing transactions related to the Ferguson Bequest.

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