International Hub Administrator University of Glasgow United Kingdom

Job Purpose

To provide wide-ranging professional and organisational support to the directors of the Glasgow Centre for International Law and Security (GCILS) and contribute to management and delivery of the business of the GCILS. This will include: managing the day to day running of the GCILS office and Work Plan; researching and drafting management papers, reports and presentations; conference organization and event coordination, interacting with key internal and external contacts; and proactively and independently managing selected projects especially in the area of executive and online teaching/e-learning.

Main Duties and Responsibilities

1. To provide high level support to the GCILS directors, in support of operations in the area. 
Work with academic colleagues to plan and organise workload, including significant forward planning. This will involve planning and organising input from the Senior International law team and engaging the input of others from across the Service/University and externally as appropriate.
Research and draft documentation and papers, briefing notes, reports and presentations as required across the full spectrum of the GCILS business, undertaking background research from appropriate sources, using a broad awareness of the University and School Agenda, and consulting stakeholders as appropriate.
As agreed with the GCILS directors and other senior colleagues as appropriate, take forward the delivery of actions and projects as agreed, with discretion to act independently and on behalf of the GCILS where appropriate. This requires the postholder to establish an excellent knowledge of the GCILS and wider School strategy and to work closely with School colleagues in both Glasgow Law School and in external partner institutions.
Provide comprehensive administrative support, covering all aspects of diary, data and information management and training and event coordination, to the International law professoriate and academic colleagues.

2. Proactively and independently contribute to complex projects, often involving multiple stakeholders and University/external offices with conflicting priorities, using judgement and discretion. Securing the input of other colleagues and services from across the University and partner organisations and negotiating and influencing to establish appropriate input.

3. Support Project Coordinators and Principal Investigators in the preparation of funding applications by preparing accurate costings, and collating and uploading required information and documents to ensure that all eligible expenditure is recovered and work invoiced. On more straightforward projects, take the lead in pulling the required information together.

4. Mnage the organisation, planning, execution and follow-up of International law activity (conferences, workshops and seminars) in conjunction with colleagues in the GCILS/research group. Minimum 2 events per month. Audience capacity up to 500.
· Liaise and meet with speakers (and members of their team) at events from the initial booking and throughout to ensure their requirements and expectations are met.
· Attend all such events to ensure they run without incident and fulfil their objectives. This may include travelling to partner institutions in Geneva, Barcelona and Leuphana.

5. Manage and develop content for the GCILS’ webpages and social media, ensuring that these are maintained to a high standard, in order to promote the work of the area both internally and externally in conjunction with the School’s Digital Engagement Officer.

6. Any other duties as assigned to support the smooth running of the GCILS and delivery of the School’s Strategy.

7. To contribute to the enhancement of the University’s international profile in line with the University’s Strategic Plan - Inspiring People – Changing the World.
http://www.gla.ac.uk/about/strategy/people

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications
Essential:
A1 Scottish Credit and Qualification Framework level 8, (HND, Scottish Vocational Qualification Level 4), or equivalent; or 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.
A2 Excellent demonstrable knowledge of MS Word, Excel and the use of IT and social media generally as well as experience with e-learning and/or online course design.

Desirable:
B1 Language skills, preferably German to a proficient level
B2 Project management qualification or demonstrable experience in a similar function

Skills
Essential:
C1 Excellent communication skills with the ability to deal with issues using tact, diplomacy and discretion
C2 Excellent proactive organisational, time and workload management skills with the ability to multi-task and cope with unplanned interruptions and tight deadlines
C3 Ability to work flexibly and independently as well as in a team
C4 Ability to identify issues and propose solutions
C5 Excellent attention to detail
C6 Ability to work closely with, and influence, senior and external stakeholders.
C7 High level of proficiency of Microsoft Word/Excel/Outlook

Desirable:
D1 Project Management skills

Experience
Essential:
E1 Experience in a relevant role with above qualifications or significant evidence of progression and development gained through relevant work experience.
E2 Experience of delivering a customer-focused service for staff, students and external stakeholders.
E3 Experience of organising events/ meetings across multiple institutions/stakeholders

Job Features

Planning and Organising
•Define, plan and organise a large workload independently, effectively and efficiently, covering a variety of projects simultaneously and completing them within the specific time constraints, anticipating the cycle of the academic year
•To cope and be proficient in the event of unexpected and conflicting changes in workloads.
To develop robust and sustainable administrative systems to ensure College requirements evolve to meet the demands of University systems and to record additional data for statistical purposes

Decision Making
Prioritise tasks on a daily, weekly, monthly and annual basis.
Respond to enquiries to ensure that a courteous, efficient service is maintained.
Display a high level of confidence in making decisions within agreed boundaries and referring appropriately when necessary.
Be self-directed in undertaking work
Use initiative and judgement to handle issues independently, identifying which issues should be taken forward and by whom

Internal/External Relationships 
•To build strong, customer focused relationships internally and externally with colleagues in the GCILS and the wider school community
•Maintain and develop effective working relationships with external organisations, including Geneva-based partner institutions and the University of Leuphana

Problem Solving
•Work as part of a team, taking the initiative within the agreed dimensions and duties of the role
•Balancing long term pro-active School and GCILS strategy with the day to day reactive requirements of colleagues both home and international

 

Standard Terms & Conditions

Salary will be on the Management, Professional and Administrative Grade, level 6, £28,660 - £32,236 per annum.

This post is full time (35 hours per week) and is offered on an open-ended basis.

New entrants to the University will be required to serve a probationary period of 6 months.

The successful applicant will be eligible to join the Universities’ Superannuation Scheme. Further information regarding the scheme is available from the Superannuation Officer, who is also prepared to advise on questions relating to the transfer of Superannuation benefits.

Relocation assistance will be provided where appropriate.

It is the University of Glasgow’s mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment.

We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equality.


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