School Secretary

Robert Gordon University

  • Location: Aberdeen
  • £21,414 to £24,029 per annum, P&S 3
  • Hours: Full Time
  • Contact: Please see description
  • Reference: RGU01817

Job Summary

The School of Applied Social Studies is the largest provider of qualifying social work education in Scotland and has a well established applied social sciences undergraduate course. In recent years our teaching provision has extended to include post graduate applied psychology and corporate social responsibility programmes.

The School has a growing research culture that is contributing to exciting, innovative ways of thinking about social, political and environmental issues facing contemporary societies.

You will have secretarial / administrative experience of working in a busy office environment, with excellent organisational and time management skills. Experience of working with Higher Education administrative systems would be an advantage. You will also have good interpersonal and communication skills, and an ability to work with accuracy to meet deadlines, even when under pressure.

We are in the business of changing lives, developing students into highly employable graduates. This is your opportunity to be part of that amazing journey and join our 1500 colleagues who already enjoy the vibrant community.

For informal enquiries, please contact Lesley Gorvett, School Administration Manager on 01224 263246 or email

Salary on first appointment is normally to the bottom of the scale, although in exceptional circumstances an appointment further up the scale may be considered.

Closed Date: 21 October 2018

Job Description

RESPONSIBLE TO: School Administration Manager

RESPONSIBLE FOR: No supervisory responsibility

PURPOSE OF POST: Provides an efficient secretarial and general office support service for the activities of the School. Works closely with staff and in particular with the School Administration Manager.


Processes and maintains School Financial records including staff expense claims, invoices and other expenditure.

Assists in co-ordinating and inputting data into CELCAT, the University’s timetabling system.

Assists the School Examination Officer in organising examinations including preparing packs, examination papers and liaising with invigilators.

Undertakes general School secretarial and administrative duties e.g. taking minutes at appropriate meetings, typing general correspondence, photocopying etc

Assists with the provision of appropriate information (statistical, financial or otherwise) and analysis of results for the School as required.

Liaises with other Schools, Departments, Units throughout the University.

Maintains records on staff holidays.

Sets up and maintains booking systems for different School resources including rooms and equipment.

Deals with incoming & outgoing mail, initiating action where appropriate.

Orders and maintains stationery stocks and office consumables for the School.

Undertakes any other relevant duties as assigned.

Person Specification



Educated to higher level or equivalent.


An excellent working knowledge of the main Microsoft Office packages.

A solid administration background with previous experience of working in a busy office environment.

Delivering an administrative service within a team environment.

Experience of producing work of a high quality and preparing documents which require close attention to detail.

Experience in delivering an effective customer service approach by handling enquiries in person, by telephone and through written correspondence.

Experience of working with confidential data.



Higher English.

European Computer Driving Licence or Recognised National or International Administrative/Secretarial qualification.

HND in related area.


Working knowledge of HE records systems such as SITS, CAMS or similar.

Working in an administrative role in FE/HE.

Regular minute taking.


Behaviour 1: Communication - Ability to receive, understand and convey both straightforward information, and information requiring careful explanation, in a clear and accurate manner

Behaviour 2: Team Development - Experience of providing advice or guidance to new starts delivering training or instruction to others on specific tasks or activities

Behaviour 3: Pastoral Care and Welfare - Experience of calming and reassuring those with work/study related problems who may be experiencing distress and dealing with difficult welfare situations or confidential matters

Behaviour 4: Service Delivery - Experience of giving customers a positive and satisfactory service, by providing accurate and up to date knowledge of services available in own and related areas of work

Applications must be made online at

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