Personal Assistant

People and Organisational Development

Ref: 154789

Salary: Grade 5 (£26,038 - £30,505 per annum)

The University of Glasgow has been changing the world for more than 570 years, and today we are one of the world's top 100 universities. We are delighted to have recently been awarded Scottish University of the Year by the Times & Sunday Times Good University Guide 2024.

Our people have always been at the forefront of innovation, and our past achievements inspire our current world changers. We are currently looking to appoint a Personal Assistant (PA), who will provide proactive, efficient, and flexible secretarial and administrative support to the People & Organisational Development (P&OD) Executive Office.

About the role

This role involves extensive forward planning, engaging with key internal and external stakeholders, acting as a professional representative on behalf of the P&OD office, and independently managing tasks in a dynamic, fast-paced environment. Day to day responsibilities include:

Proactive diary management, ensuring internal and external appointments are efficiently scheduled. You will also professionally meet and greet visitors attending said appointments, providing support during these meetings as required.
Co-ordinating and facilitating meetings, including booking rooms and catering, preparing and distributing agendas and related materials, and minute-taking
Management of correspondence through a range of channels, including efficient handling of a high-volume inbox through prioritisation and independently dealing with emails that can be actioned/ progressed.
Organisation of travel logistics, including relevant insurances and visas where necessary, and preparation of detailed travel itineraries.

About you

With previous experience of working in a similar role, you will have the strong ability to plan, organise, and prioritise effectively, responding to changing demands and pressures whilst delivering work to a high standard and within deadlines.

You will be interacting with staff across the University at a range of levels, therefore excellent written and verbal communication skills, as well as sound people and customer service skills, are essential.

The successful candidate will have a high level of initiative and decision-making capability, with the ability to apply judgement, policies and procedures. You will also be a confident user of Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, SharePoint, and OneDrive, as well as a highly skilled board/ committee level minute taker.

This post is full-time (35 hours per week), and is offered on an open ended (permanent) basis.

Closing Date: 23:45 on Monday 21st October 2024

Please note that interviews are scheduled to take place w/c 28th October 2024

NB: This post is a readvertisement. Previous applicants need not apply.

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, 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 .

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. .

We endorse the principles of Athena Swan and hold bronze, silver and gold awards across the University.