Administrative Assistant

Job Purpose Responsible for the planning, co-ordination, liaison and administrative implementation of all related activities and initiatives in support of the Bachelor of Nursing (Hons) Degree programme. Main Duties and Responsibilities 1. Act as the first point of contact for undergraduate students, providing advice and guidance, using own judgement to resolve any issues or escalate where required. 2. Provide administrative support to the undergraduate (UG) programme staff and students, working with minimum supervision, to ensure the smooth running of the undergraduate programme. Liaise with guest lecturers, External Examiners and students involved in the Bachelor of Nursing (Hons) Degree programme. 3. Ensure that BN course and programme handbooks, and other appropriate documentation, are updated/formatted annually. 4. Co-ordinate assessment related activities for the UG programme, including liaising with External Examiners, preparing examination papers, and assisting with the preparation of exam board paperwork. 5. Act as Lead Timetabler for Nursing & Health Care, liaising with the Central Timetabling Team directly re teaching space. Also responsible for booking local rooms within the School. 6. Advise lecturers on matters relevant to their course/programmes. Distribute timetables assuming responsibility for amendments/updates. Support academic staff with general maintenance of Moodle sites. 7. With regards to practice learning placements (PLE): (a) Arrange clinical placements for all BN students by directly liaising with academic staff and the Clinical Placements Unit, Glasgow Caledonian University (GCU). Ensure that the Quality Management of the Practice Learning Environment (QMPLE) platform accurately reflects student placement allocations. (b) Assume responsibility for preparing, updating, dissemination and return of student Practice Assessment Documents (PADs). (c) Act as point of contact for students on general placement related matters, including being the first point of contact for students reporting absence, travel problems etc. 9. Provide a high level of administration support for UG meetings, including scheduling and minuting of meetings, in accordance with procedural timeframes. 10. Provide support for UG and postgraduate graduation events. 11. Administrative lead responsible for maintaining the relevant aspects of the N&HC School website, ensuring visibility of all programmes, courses and scholarships. 12. Provide administrative support for any study abroad/student exchange initiatives. 13. Provide administrative support to admissions officer including scheduling interviews and liaising with central admissions and service users. 14. Any other duties that fall within the area of the post, as allocated by the line manager, following consultation with the post holder. Knowledge, Qualifications, Skills and Experience Knowledge/Qualifications Essential: A1 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. OR A2 Scottish Credit and Qualification Framework Level 7 (Advanced Higher/Scottish Vocational Qualification Level e, Higher National Certificate) or equivalent and experience of personal development in a similar role. Desirable: B1 Up to date knowledge of University policies and procedures, legislation, departmental best custom and practice. Skills Essential: C1 Good written, verbal communication and people skills (ie discretion, assertiveness and ability to handle difficult situations) C2 Excellent and demonstrable organisational and prioritisation skills. C3 High level of initiative and decision making to resolve issues and determine when to involve senior level management C4 Accuracy and attention to detail C5 Excellent IT skills with a good working knowledge of Excel and data security. C6 The ability to work in a small team and to interact as team member in the broader Nursing School. Desirable: D1 Knowledge of UofG bespoke IT systems. Experience Essential E1 Experience of minute taking and excellent writing skills, to include the ability to grasp the main points of a meeting and capture these concisely in a note. E2 Numeracy and the experience of working with spreadsheets and financial reports. Terms and Conditions Salary will be Grade 5, £25,138 - £29,605 per annum. This post is full time and open ended. 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 https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, 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 https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/. 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 https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/. We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ 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 https://www.gla.ac.uk/explore/jobs/ for more information.