Administrative Officer (0.5 FTE) (Highlands and Islands Campus - Forres)

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Administrative Officer (0.5 FTE) (Highlands and Islands Campus - Forres) The School of Innovation and Technology Location - Forres Grade 3 - £23,144 - £25,742 per annum, pro rata Hours – 17.5 hours per week (0.5 FTE) Contract - Permanent Closing date for submission of completed applications: 23:59pm, Friday 12th July 2024.

The School of Innovation and Technology is seeking to employ an Administrative Officer at our Highlands and Islands campus to:

  • To provide administration and support for our Programmes of Work with the School of Innovation and Technology;
  • To assist the Operations Team in ensuring the efficient and effective operations of the School of Innovation and Technology across two Campus;
  • To develop efficient administration processes and procedures for the School of Innovation and Technology;
  • To assist the Operations Director and the Operations Team in providing Student Welfare support and processes for the movement of students within the Highlands of Scotland and between the two Campus; 
  • To liaise with Programme Leads in order to maintain good communication networks and clear Programme pathways. 

Key liaisons 

  • Operations Director
  • Academic Support Assistant
  • Operations Coordinator
  • Head of School
  • Programme leads
  • Staff, The School of Innovation and Technology 
  • GSA Professional Support Services 
  • External partners 

Key Accountabilities 

The post holder’s main responsibilities will be to provide Administration for the Programmes of Work within the School of Innovation and Technology.

  • Support all administrative tasks – including, invoice processing, travel and accommodation bookings, purchasing of goods and consumables;
  • Assist with the coordination and planning of a range of events throughout the School of Innovation and Technology; 

  • Communicate with suppliers about events and discuss requirements to ensure 
all visitors have relevant details on event; 

  • Assist the Academic Support Manager, Operations Director and SIT staff in order to provide Student Welfare Support to all students, in liaison with Student Support Services; 

  • Minute taking at Academic Meetings and Team Meetings;
  • Undertake additional support tasks as agreed with the Academic Support Manager, Operations Director, the SIT Operations Team; 

  • Book venues, catering, transport and equipment where necessary to support the movement of students and visitors; 

  • Key Challenges 
  • Actively contribute to the development of administration processes for the School of Innovation and Technology; 
  • Providing a high level of support to the Academic Support Manager, Operations Director and the School of Innovation and Technology staff;
  • Gaining an understanding and maintaining a knowledge of a wide range of projects across a distributed team; 
  • Ability to prioritise multiple tasks and meet deadlines. 

Please see further information on our Highlands and Islands campus via the link below: 

https://www.gsa.ac.uk/about/highland-and-islands-campus ;;

Please also see our School of Innovation and Technology:

https://sit.gsa.ac.uk/

Requirements

The post holder will demonstrate: 

  • Excellent written and verbal communication skills; 
  • A high level of organisational and problem-solving skills; 
  • Time management skills with the ability to prioritise competing tasks and the ability to work to deadlines; 
  • Motivation and enthusiasm; 
  • Discretion when handling personal and sensitive data; 
  • Strong team working and collaboration skills; 
  • An ability to self-direct as well as work as part of a distributed team; 
  • A comprehensive knowledge of Microsoft Office and Adobe software and an ability to learn new software as required;
  • A willingness to travel within Scotland to support the programs of work within the School of Innovation and Technology. 

 

Qualifications and Experience 

  • Educated to Higher Grade level or equivalent or have substantial experience in a similar post; 
  • Numerate with a keen eye for detail; 
  • Experience of Microsoft Office and Adobe software; 
  • Highly organised with an ability to take initiative; 
  • Experience of providing administrative support in an office environment would be an advantage. 

 

Terms and Conditions 

Contract                                   Permanent 

Probationary Period                   6 months

Salary                                      Grade 3 - £23,144 - £25,742 per annum, pro rata

Hours                                       35 hours per week

Holidays                                   35 days annual holiday and 11 days public holiday

Pension                                    Local Government Superannuation Scheme

Notice Period                            1 month

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