Administrative Officer – Ferguson Bequest

Job Purpose

As the Administrative Officer for the Ferguson Bequest, you will play a pivotal role in developing and managing the day-to-day operations and initiatives of the Ferguson Bequest. You will serve as the primary point of contact for all administrative matters relating to the Bequest, working closely with internal and external stakeholders and the Committee to ensure its smooth functioning and alignment with its overarching goals and objectives.

You will lead and develop both the funding applications and also the offering of benefits to staff.

In addition to the responsibilities outlined below, the Administrative Officer will also support various other duties related to the Court Office as required. These duties will involve assisting with general administrative tasks, providing support during projects or events, and collaborating with other services/stakeholders as needed.

Main Duties and Responsibilities

1. Responsible for the day to day management and operational support of the Ferguson Bequest, including drafting communications and ensuring the allocation of the funding to the relevant groups and issuing of all ticket allocations.
2. Support the development of policies and procedures in relation to the Ferguson Bequest, including working independently to identify and liaise with external agencies to increase the offering available to all staff in line with the Bequest.
3. Work with colleagues from across the University to identify areas to build and manage a pipeline of funding requests to be put forward to the committee including supporting the drafting of applications, offering advice and identifying areas that could be included in applications.
4. Responsible for coordinating the application process for the Ferguson Bequest, including setting and reviewing spend targets for the fund. Coordinate the annual reporting and review process for Ferguson Bequest.
5. Maintain and improve the University’s webpages in relation to the Ferguson Bequest to raise awareness of the Bequest and to improve the funding application process
6. Take the lead in organising and providing administrative support for a number of working groups and committees such as the MyCampus Working Group, Sustainability Working Group and the Cash Investment Committee. This will involve co-ordinating and drafting agendas, collating and reviewing papers, presentations, recording minutes and actions.
7. Process supplier approval, purchase orders, expenses, purchasing card use etc using Agresso and in line with the University’s financial procedures for the Ferguson Bequest.
8. Undertake other duties as assigned by the COO/US or the Head of the Court Office.
9. Develop and manage internal communication channels such as Teams and SharePoint which involve, engage, and inform colleagues. Proactively implement and continuously update procedures to streamline processes within the Office.

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 through personal development and progression in a similar related role(s). Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.
  A2 Practice-based knowledge of establishing and delivering a comprehensive range of administrative services in busy office or project environment.

Skills

Essential:

• C1 Excellent oral communication, interpersonal and influencing skills with the ability to interact with a wide range of stakeholders, work collaboratively across organisational boundaries and behave in a professional manner using tact, discretion and diplomacy.
• C2 Competence in using Microsoft Office suite including collaborative tools in O365, including SharePoint.
• C3 Robust, flexible, and resilient approach to different stakeholders in a complex and challenging environment.
• C4 Ability to use initiative, work independently and proactively to progress projects and to successfully challenge existing practice to bring about change and service improvement as required.
• C5 Effective written and oral communication skills, including presentation skills and the ability to communicate confidently and clearly.
• C6 Excellent organisational and project management skills, including the demonstrated ability to coordinate multiple projects simultaneously and meet internal and external timescales.
• C7 Ability to manage budgets and navigate financial management systems.
• C8 Strong analytical abilities to logically assess data and prepare reports/briefings incorporating data analysis, problem-solving skills that can be applied to varied and complex tasks with high attention to detail.
• C9 Proficient in navigating and utilising Agresso system.

Desirable:

• D1 Skilled in utilising T4 web design for website management/development.

Experience

Essential:

• E1 Experience of budget management.
• E2 Experience of working independently, using initiative, judgement and discretion to resolve issues and challenges.
• E3 Experience of working successfully as part of a team.
• E4 Experience of using initiative to solve problems or deal with unexpected changes in workload.

Desirable

• F1 Experience of using influencing and negotiating skills to build strong relationships with colleagues.
• F2 Experience of using different social media platforms to promote activity and information.

Terms and Conditions

Salary will be Grade 6, £33,232 – £36,924 per annum pro rata.

This post is part-time (21 hours per week), 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.

The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK. If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship.

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.

Tagged as: administrative officer - ferguson bequest