Administrative Assistant

University of Glasgow

Please note: as part of your application you must address, and demonstrate how, you meet EACH of the Essential/Desirable criteria. If you do not address each criteria you will not be shortlisted for interview

Job Purpose

To provide comprehensive secretarial and administrative support to the staff within the Forensic Medicine and Science department and to ensure fulfilment of the Crown Office Contract and other activities.

Main Duties and Responsibilities

  • To carry out a range of secretarial and administrative duties including communicating effectively and efficiently with staff, students, visitors, external agencies and members of the public and assisting with general enquiries.

  • Audio typing of Post Mortem reports to be submitted to Procurator Fiscals, update and finalise these reports for completion against a pre-set time constraint to ensure that the criteria within the Crown Office Contract is adhered to on behalf of the University. *Please note – an audio typing test will be required to be performed at interview stage.*

  • Maintain the filing and scanning of Post Mortem and Toxicology reports ensuring that all information with relation to cases is entered and updated on the bespoke database accurately.

  • Respond to enquiries (telephone, email and face to face) using initiative and judgement to resolve problems ensuring an efficient service is provided.

  • Administering and organising the return of medical records to Hospitals, Fiscal Offices or General Practitioners tracking delivery and receipt of them to ensure that a record of return and chain of custody is kept.

  • Responsible for handling of all paperwork and maintenance of information input and output in the department’s database to ensure reliable and accurate data.

  • Responsible for handling and processing reports for pathology and toxicology cases and the distribution of these ensuring that target deadlines are met following stringent procedures for ensuring their accuracy and confidentiality.

  • To provide cover in the absence of colleagues as and when required and any other duties that may be assigned to ensure the smooth running of the office.

  • Responsible for writing and updating annually a number of administration procedures ensuring they are completed within timescales and responsible for ensuring office machinery and consumables are suitably available and in working order.

  • Diary management and clerical support for meetings, occasional attendance at meetings and taking minutes.

  • To purchase goods using the University procurement system (Agresso) and the reconciliation of all corresponding paperwork.

  • 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 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 Knowledge and excellent skills in IT, including all Microsoft packages and databases

    A3 Knowledge of medical terminology

    Desirable:

    B1 European Computer Driving Licence B2 Forensic service knowledge

    Knowledge and Skills

    Essential:

    C1 Excellent audio transcribing and copy typing speeds and accuracy (audio typing test to be performed at interview)

    C2 Excellent secretarial and administrative skills

    C3 An awareness of the issues around confidentiality and dealing with sensitive material

    C4 Courteous and efficient telephone manner and ability to communicate effectively and personably with staff and external contacts

    C5 Excellent attention to detail, e.g. speed, accuracy and precision in all areas including data entry 

    C6 Ability to work to tight deadlines and prioritise a demanding workload

    C7 Ability to use own initiative, work independently and as part of a team being pro-active and resolving issues with minimum supervision

    Desirable:

    D1 The ability to use AGRESSO back office and web requisitioning system

    Experience

    Essential:

    E1 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 secretarial or administrative role. 

    E2 Experience in a role that requires attention to detail and an awareness of the importance of accuracy

    E3 Experience of working in an establishment with time constraints and deadlines E4 Experience of working in a medical or legal establishment with knowledge of medical terminology

    Desirable:

    F1 Purchasing/financial experience 

    F2 Experience of diary management

    F3 Experience of working in a higher education institution with knowledge of policies and procedures F4 Experience of minute taking

    F5 Experience of working with bespoke software packages and databases F6 Experience of operating an electronic audio dictation system and accuracy in transcription thereof

    Terms and Conditions

    Salary will be Grade 4, £22,197 – £24,715 per annum.

    This post is full time, and has funding until 31 March 2024.

    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.

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