As one of two Administrator Receptionists in the Advanced Research Centre (ARC), you will be responsible for carrying out a range of administration and reception duties efficiently and effectively to support the operational running of the ARC. The ARC is a high profile building and critical to delivering the University’s Research Strategy, with the role holder key to delivering a well-informed, professional administrative and reception support service for a wide variety of users, both internal and external to the University.

1.Supporting the key work of the Administration Manager, responsible for a range of administrative, secretarial, financial and clerical support, carried out either at reception or elsewhere in the building. Provide advice and guidance to colleagues on systems and procedures, filter issues and seek resolution, adjust priorities as required and ensure the highest standard of customer service is provided.

Using the University procurement system (Agresso) raise requisitions for general supplies and items and services required by the ARC support team, reconciling all corresponding paperwork.

Assist with the preparation of reports and papers as required by researching, collating, drafting and editing material for inclusion as appropriate.

Manage a database of c. 550 ARC residents, liaising with academic and support staff across the building to ensure it is regularly updated and using the list as the primary source to create various staff contact directories.

Conduct regular audit of fire safety measures across the building.

Diary management for ARC operations staff as required, exercising judgment in relation to activities, including setting up meetings in response to requests from external contacts and internal colleagues. Proactive management of unconfirmed diary holds and scheduling conflicts.

2. Collate data on room occupancy and building usage using various sources. Analyse and interpret information, producing reports or dashboards in an appropriate format. Based on findings, resolve issues and make recommendations to senior management within the ARC to ensure room usage is optimised for the intended purpose of the ARC.

3. Produce and monitor content displayed on the network of ONELAN digital signage screens within the building. With guidance from ARC management, design screen layouts and mix content from various media sources to ensure relevant, current and eye catching content is displayed.

Maintain information screens/boards/stands in the vicinity of reception. Liaise with event organisers to ensure that videos and graphics for screens are received in the correct format and presented appropriately.

4. Monitor & manage the Salto database, controlling and resolving access requests and queries, applying initiative and judgement in line with the complex ARC access permission guidelines. Create regular reports and analyse data to identify any anomalies or unusual activity and proactively resolve issues. Manage and streamline the process of issuing ARC visitor cards, implementing control measures to maintain security of access to and within the building and to safeguard against misuse and loss of cards. Resolve any issues immediately and appropriately.

5. Manage the smart locker system provided across the building (600 plus lockers). Provide advice & guidance for users and analyse and resolve issues quickly & efficiently. Monitor the system usage, manipulating available data to prepare reports on usage by residents and visitors and following up on any anomalies or issues. Make recommendations to senior management on ways to improve ease of usage and to minimise future problems.

6. Provide comprehensive administrative and organisational support for a wide variety of events and festivals involving internal and external stakeholders held in the ARC. Duties may include supporting a sign in/welcome point, developing & producing electronic and directional signage, assisting delegates, liaising with event organisers regarding room layout and with catering providers, resolving issues quickly and effectively.

Work closely with the Events and Engagement Manager and Events Coordinator to monitor events and space bookings, managing the events calendar to accommodate last minute changes and requests and avoid potential clashes. Participate in regular update meetings to assist with the planning and organisation of forthcoming events.

7. As the first point of contact for staff, students, visitors, contractors and members of the public, provide high quality reception support to ensure delivery of a professional and efficient service within the ARC. Using knowledge and experience, respond to a wide range of queries concerning all aspects of the ARC, providing clear and accurate advice, guidance & support and resolving issues independently.

Responsibility for ensuring the reception environment, atrium and level 2 meeting rooms are kept clean and tidy. Ensure that reception equipment and consumables are suitably available and in working order. Report and track printer faults and maintenance issues for the building as a whole. Provide initial IT and audio-visual support for meeting room users. Responsibility for the upkeep and maintenance of all meeting rooms in the ARC (approximately 50) ensuring appropriate usage of meeting space and resolving any issues independently.

8. Support the work of other members of the ARC administration team, including sharing work during periods of peak workload and staff absence to ensure that full support is available for administrative services provided in the building.

9. Duties of the post outlined here are not exhaustive and the postholder will be expected to be flexible, undertaking other activities commensurate with the grade of the role.

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. Or: Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.

A2 Excellent knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, Teams and Outlook.

A3 Detailed working knowledge of financial administration/procedures.

A4 Knowledge of Agresso or similar Finance system.

A5 Detailed working knowledge of ONELAN Content Management system (or similar).

B1 Knowledge of University IT systems.

B2 Knowledge of University structure, policies, and procedures.

B3 Knowledge of University room bookings processes.

C1 Proven excellent administrative and clerical skills demonstrating accuracy and attention to detail.

C2 Excellent planning, organisation, time and workload management skills with proven ability to multi-task, prioritise diverse tasks and demands, and meet deadlines whilst delivering high quality support to colleagues.

C3 Excellent customer service and communication skills with the ability to liaise and communicate professionally with a wide range of people and deal with issues using tact, diplomacy and discretion

C4 Ability to use initiative and exercise judgement to resolve issues independently, consulting with senior colleagues as appropriate.

C5 Ability to work proactively and flexibly, adapting to changing priorities or requirements.

C6 Self-motivation and proven ability to work independently as well as part of an extended team.

C7 Excellent IT skills.

C8 Flexibility to cope with and adapt to change.

D1 Willingness to develop new skills and knowledge when required.

E1 Relevant experience of providing administration support in an environment with competing demands.

E2 Experience of managing and maintaining databases, extracting and analysing data to produce reports for a senior management audience.

E3 Experience of using ONELAN Content Management System (or similar).

E4 Substantial and current experience of delivering and exceeding customer expectations within a fast-paced customer- focused environment, e.g., reception, welcome/information point or front of house, which includes administrative duties.

E5 Experience of communicating effectively with colleagues at all levels and across organisational boundaries.

E6 Experience of planning, organising and setting priorities, applying initiative and independent judgement to achieve objectives.

E7 Proven experience of problem solving and decision making, involving independent analysis and judgement.

F1 Experience of working in higher education setting.

F2 Experience of applying University policies and practice.

F3 Purchasing/financial experience and use of Agresso or similar financial management tool.

Salary will be Grade 4, £21,197 – £23,715 per annum.

This post is full time (35hours p/w) 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.

Location :Glasgow

Closing Date :22-Feb-2023

HOW TO APPLY

Click Here to Submit your CV and Application on Company Website