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Ref no:
GKC00022
Published:
08/01/2018
Closes:
19/01/2018
Location:
123 Flemington St, Glasgow, Lanarkshire , G21 4TD
Salary:
£0 per year
Contract Type:
Permanent
Position Type:
Full Time
Hours:
5 days per week

This post holder is required to be a member of the secretariat support function within Glasgow Kelvin College to ensure the Principal, Strategic Management Team and Board are supported as effectively as possible.

The post holder is required to provide oversight of secretariat workflow and take forward routine items as appropriate.

The main activities of the post to be undertaken by the post holder are to:

· Assist the Governance and Executive Support Manager to provide a high quality secretariat service to the Strategic Management Team, the Board of Management and its Committees;

· Assist the Governance and Executive Support Manager to ensure that internal and external deadlines are met to support the administration of the College and Board of Management and its Committees;

· Oversight of the day to day workflow through the Secretariat mailbox and assist the Governance and Executive Support Manager with the appropriate distribution of same to members of Secretariat team;

· Assist the Governance and Executive Support Manager to provide a mentoring role for Committee Coordinators or other individuals assisting with the workloads in the Secretariat team:

· Responsible for ensuring that the Register of Interests register for the Board of Management and Strategic Management Team is kept up to date in line with requirements;

· Type a substantial quantity of correspondence and professional papers ensuring the highest standard of accuracy and presentation is achieved;

· Assist with external guests as required ie travel directions, car parking, meeting and greeting and welcoming individuals as required;

· Assist the Team Leader – Administration with the annual Rostov on Don/Glasgow student/staff exchange programme by accompanying the group to cultural activities;

· Assist in the preparation of reports from data available ie Board of Management member attendance;

· Draft letters as required (with minimal guidance) ensuring that tone, style and language used are appropriate to the situation;

· Attend and record meetings as required ensuring that the minute produced is of impeccable standard;

· Assist the Governance and Executive Support Manager to organise meetings, room bookings, hospitality and all other associated requirements;

· Preparation of agendas, collation of associated papers and timeous distribution of same to ensure smooth service delivery consistent with service standards;

· Ensure that appropriate documents/minutes are available on the Intranet/Website as required and within the deadlines given;

· Assist the Governance and Executive Support Manager in relation to diary management for members of the Strategic Management Team as required;

· Lodge papers in an on-line filing system via defined route in order that documents can be easily retrieved;

· Ensure the continued and effective development of the on-line filing system for Secretariat;

· Carry out any other relevant duties appropriate to the grade of the post subsequently allocated by the Governance and Executive Support Manager or members of the Strategic Management Team necessary to meet the exigencies of the service; and

· Undertake appropriate professional development to meet any needs which may subsequently be identified by the College’s career development review process.

Qualifications:

  • Ideally educated to HNC level or equivalent in Business Administration or similar; and
  • Evidence of appropriate CPD.

Knowledge:

Demonstrable knowledge of

  • The requirements of providing high-level administrative support to senior staff;
  • The demands expected within a secretariat function; and
  • Committee support.

Skills and Competencies:

  • Good verbal and written communication skills;
  • Ability to work under a degree of pressure and within tight timescales to impeccable standard;
  • Ability to work within and enhance established systems and processes;
  • Ability to work independently with limited supervision;
  • Use initiative;
  • Ability to work as a member of a support team;
  • Ability to liaise with and maintain good working relationships with internal and external stakeholders; and
  • Ability to deliver to deadlines.

Experience:

  • Administrative processes; and

· Committee support.