Job Purpose

To provide a range of administrative and support services to the Heart Failure Clinical Trials team

Main Duties and Responsibilities

1. Provide high-level administrative support and activity to Heart Failure Clinical Trials team.

2. Facilitate and co-ordinate a range of meetings (in-person, online and hybrid) ensuring all necessary pre-meeting arrangements are in place, [e.g., managing attendee lists, booking of appropriate rooms; distribution of agenda and associated papers; preparation of minutes etc], as appropriate.

3. Organise travel and conference registrations for internal and external colleagues, liaising as necessary with travel agents and MVLS finance hub.

4. Active management of the HF Clinical Trials inbox prioritising emails and dealing independently with those which can be actioned/progressed.

5. Provide administrative support for scientific manuscripts, including formatting to journal requirements, managing references, coordinating submissions, and supporting revisions and resubmissions.

6. Process purchase orders and invoices, through the MVLS purchasing team, for goods and services procured and provided.

7. Contribute to a culture of continuous improvement by suggesting service improvements and implementing new processes to enhance quality of service.

8. Engage in reasonable professional development activities as appropriate.

9. Undertake any other reasonable duties as required by the team.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential

A1 Ability to demonstrate the competencies required to undertake the duties associated with this post, having acquired the necessary knowledge and skills in a similar role.

Scottish Credit and Qualification Framework Level 7 [Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate] or equivalent, and experience of personal development in a similar role.

A2 Excellent Knowledge of Microsoft Packages (e.g., including Word, Excel, PowerPoint, Outlook, TEAMS and OneDrive is essential) and virtual meeting platforms (e.g. Zoom, Google Meet).

Skills

Essential

C1 Excellent communication and customer service skills, operating with diplomacy and discretion.

C2 Ability to plan, organise and prioritise effectively, respond to changes in demands and/or pressures, delivering work to standard and within deadlines.

C3 Ability to work both independently and flexibly as part of a high performing team with excellent stakeholder management skills.

Experience

Essential

E1 Experience of applying judgement, policies, and procedures.

E2 Experience of diary management.

E3 Experience of working in a busy office environment or undertaking a similar role.

Terms and Conditions

Salary will be Grade 5, £28,031 - £31,236 per annum, pro rata.

This post is part time (17.5 hours per week, 0.5 FTE) and fixed term for up to 12 months.

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

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.

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