Business Support Assistant in Glasgow

Reporting to the Head of Business Support, this post will provide operational, administrative and financial support for The Hunterian. The postholder will work with minimum supervision, providing key business support services, which will include the provision of high-quality daily reception services. Supporting the smooth operational running of The Hunterian, this role will contribute to the continual development and improvement of key operational, administrative and finance processes, to ensure an efficient delivery of the service in a way that enhances its internal and external efficiency, effectiveness and reputation.

Responsibilities

• Act as first point of contact and provide high quality reception support for The Hunterian at its staff offices in Kelvin Hall (KH).
• Provide daily practical office support within the KH office including dealing with the mail, deliveries, ASVA/ICOM cards, sign-in sheets, confidential waste, cleaning and maintenance of the coffee machine and photocopier.
• Monitoring of a central mailbox, prioritising emails and responding and resolving queries independently.
• Monitor, allocate and resolve general enquiries in a timely manner applying sound judgement based on experience.
• Responsible for The Hunterian’s diary management of room bookings for Kelvin Hall and coordinating activities in these rooms.
• Travel Hub Administrator for the department, supporting colleagues with the organising of travel, accommodation and related bookings.
• Manage the operations of the KH Reading Room, including provision of inductions to users of the space.
• Act as Purchasing Officer and hold a departmental purchasing card, ensuring adherence to procurement policies and procedures.
• Provide clear advice and guidance to colleagues in accordance with standard financial processes.
• Organise and maintain files, folders and storage of relevant information adhering to University-wide policies and procedures.
• Contribute to a culture of continuous improvement by suggesting service improvements and implementing new systems and processes.
• Assist with ad hoc projects and other reasonable duties as required by the Business Support Team.

Knowledge, Qualifications, Skills and Experience

Essential

• A1 Either: 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.
• A2 Practice-based knowledge of establishing and delivering a comprehensive range of administrative services within a project or team environment.
• A3 Knowledge and understanding of financial management systems, for transactional processing and reporting.
• A4 Knowledge and understanding of data integrity and its importance.
• A5 Knowledge and understanding in the implementation of process improvement.
• A6 Understanding of General Data Protection Regulation.

Desirable

• B1 Working knowledge and understanding of University processes, systems and structures, particularly in relation to financial and operational processes.
• B2 Working knowledge of Agresso financial management system.

Skills

Essential

• C1 Good interpersonal and communication skills, with the ability to communicate clearly and effectively with colleagues at all levels.
• C2 Excellent time management and organisational skills, with the proven ability to independently manage and prioritise a busy workload.
• C3 Proven ability to multitask and work effectively under pressure and to manage competing priorities.
• C4 Proven ability to use own initiative and judgement, working proactively and independently.
• C5 Proficient in the use of MS Office applications including Word, Excel, Outlook, Teams, SharePoint and Zoom.
• C6 Ability to support meetings, demonstrating excellent written skills.
• C7 Ability to understand, assimilate and ensure compliance with departmental and University procedures.
• C8 Ability to identify process issues and improvement opportunities.

Experience

Essential

• E1 Work experience gained in a busy office environment providing administrative and operational support.
• E2 Experience of planning and organising own workload independently and effectively to meet deadlines.
• E3 Experience of using financial accounting software for the processing of financial transactions.
• E4 Experience of working effectively within a team to deliver on organisational delivery plans.

Desirable

• F1 Experience of working in a large, complex organisation.
• F2 Experience in the use of Agresso and University financial processes.
• F3 Experience of organising events; seminars, symposia etc.
• F4 Experience of troubleshooting and assisting customers to resolve issues with AV/IT equipment.

Terms and Conditions

Salary will be Grade 4, £24,685 - £26,707 per annum. This post is full time (35 hours per week) and is open ended.

Benefits

A warm welcoming and engaging organisational culture, where your talents are developed and nurtured. An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension benefits and discount packages. A flexible approach to working. 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.