Administrative Assistant

Administrative Assistant 

28 hours per week 

Glasgow 

Salary grade 2 - £17,472 pro rata (£21,840FTE) 

The College has introduced hybrid working which enables employees to work from both their home and in the College. As part of this arrangement, employees will be required to spend at least 50% of their working time in the College, with the days being subject to the needs of the business. 

The Royal College of Physicians and Surgeons of Glasgow is a worldwide community of inspiring health professionals working together to advance the profession and improve patient care. Together we’re a force for good, determined to make a positive difference, and passionate about speaking up for the profession. 

Our community is made up of the expertise and experience of our 15,000+ outstanding, hardworking members, supported by over 100 College staff. Together, our clinicians, all of whom give their time freely to the work of the College, and staff are committed to providing an innovative, relevant and inspiring programme of activity across the College, with the ultimate aim of enhancing patient safety. 

With care and compassion at our core, our work is guided by our values of inclusivity, integrity, community, innovation, and inspiration, and we are committed to living these values and behaviours through the way we work and interact with each other. The College promotes an agile, flexible workforce and applications from individuals seeking part‐time, job‐ share, or flexible working arrangements are welcome. 

The Role 

Reporting through the Examinations Manager to the Deputy Head of Assessment and Director of Education and Assessment, the Administrative Assistant provides support to the Examination Administrators for postgraduate medical, surgical, and dental examinations. The post-holder will be allocated to the medical examinations team but will also work across the wider unit as necessary. A clear grasp of the full range of examination requirements needs to be developed. The role involves planning and working both independently and as a team member, and requires strong organisational skills, a proactive attitude and attention to detail. 

About You 

• At least 5 National 5 certificates (or equivalent), level C and above, including Mathematics and English 
• A good knowledge of Microsoft Word and a working knowledge of spreadsheets, databases and PowerPoint is essential, as is a familiarity with modern office and IT systems  
• Knowledge of relevant legislation (e.g. GDPR) is desirable 
• Relevant administrative support or clerical experience of 1-2 years’ duration is desirable 
• The post holder must be willing to attend examination venues external to the College. 
• Additional hours need to be worked in accordance with the demands of the Unit’s business activities. Examinations may require early morning attendance at centres and/or later finishes. 

Main Responsibilities and Role 

Provide administrative support to the team as agreed with the Examinations Manager, undertaking administrative and clerical tasks, including: 

Input and check candidate and examiner data within the online examination system 

Use Microsoft Office applications to create and/or maintain examination-specific information, such as candidate and examiner allocation arrangements, actor/surrogate allocations and centre-related activities 

Use the College and MRCP(UK) management information systems to create and maintain candidate and examiner records, inputting and updating details, and producing standard communications under the guidance of Examinations Administrators 

Assist in monitoring generic e-mail accounts, sending standard responses as directed by Exam Administrators, to ensure a high level of customer service to candidates, examiners, administrative colleagues and other stakeholders 

Process MRCP(UK) forms of faith on the management information system, update status trackers and communicate with candidates via email regarding the status of their form 

Print and dispatch diploma certificates to successful candidates, tracking certificates dispatched  

Manage the flow of invoices and purchase orders, utilising the College’s finance systems, as directed by the Examinations Manager 

Prepare examination materials under guidance of Examinations Administrators, in accordance with the examination schedule, including but not limited to the following: 

• Candidate result spreadsheets 
• Candidate programmes and badges 
• Examiner packs, programmes and badges 
• Patient information 
• Examination scenarios 

Arrange provision of resources for examinations, including equipment, ensuring stock levels are maintained and all equipment is packed and shipped to centres, in accordance with the examination schedule 

Arrange provision of stationery for the unit, with guidance from the Education and Assessment Senior Coordinator, ensuring stock levels are maintained in accordance with the examination schedule 

Collate, scan and dispatch marksheets to partner organisations as required and in accordance with agreed timelines 

Ensure that any communications are handled in compliance with current legislation (e.g. GDPR) 

Attend examination centres as required, providing administrative support to colleagues in the running of the exam on the day.  

Provide administrative support for other examinations or activities in the Education and Assessment team as directed by the Examinations Manager. 

Planning and Organising 

Planning for an examination is highly proactive, involving excellent planning and organisational skills.  

The ability to plan your assigned workload and work both independently and as a team member is essential 

The majority of the planning and organising responsibilities for an exam will lie with the Examinations Administrator. The Administrative Support Assistant must be able to plan their work accordingly to support the work of the Administrator team in delivering the exams in line with the appropriate timelines 

During the exam organisation process, the Administrative Assistant must be able to anticipate issues and utilise their initiative and problem-solving abilities to work with the Administrators and/or their Manager to find appropriate solutions 

Decision-Making 

The Administrative Assistant will prioritise their own workload, with support and guidance from their Manager. 

• The Administrative Assistant must work proactively, making decisions in line with agreed procedures 
• The Administrative Assistant must be aware of various lines of reporting (e.g. through Managerial and Governance structures) ensuring that their line Manager and relevant parties are involved in decision making as appropriate 

Knowledge, Experience and Skill Set Required  

Knowledge: 

Essential: 

• At least 5 National 5 certificates (or equivalent), level C and above, including Maths and English 
• A good knowledge of Microsoft Word and a working knowledge of spreadsheets, databases and PowerPoint is essential, as is a familiarity with modern office and IT systems  

Desirable: 

• Knowledge of relevant legislation (e.g. GDPR) 

Experience: 

• Relevant administrative support or clerical experience of 1-2 years’ duration is desirable 

Skill Set: 

• Strong planning and organisational skills 
•     Ability to work to strict timescales in order to meet deadlines 
•     Attention to detail! 
•     Ability to multi-task 
•     Efficient flexibility 
•     Proficiently proactive and reactive 
•     Strong team-worker 
•     Excellent communication skills 
•     Good interpersonal skills 
•     Customer focussed and strong ability to deal with individuals on all levels in a friendly, welcoming and helpful manner 

The full job description can be found on our website. 

Benefits 

• 40 days holiday (pro rata) 
• Pension  
• Life Assurance Benefit  
• Enhanced Sick Pay, Maternity, Paternity and Adoption pay 
• Wellbeing Benefit 
• Cycle to Work Scheme 

Successful candidates will have the requisite ability and experience to meet the specific requirements of the post.  If you believe you have the skills to be part of our team then apply by submitting your CV, with a covering letter and Equal Opportunities Monitoring form (available from our website). 

The closing date is Friday 3rd May 2024 at 12 noon. However, we will assess applications as they are received and call successful applicants for interview.  Therefore, the closing date may be brought forward without notice.   We anticipate interviews will be held on 9th or 10th May 2024. 

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