Administrative Assistant

To provide administrative support within the College of Medical, Veterinary and Life Sciences (MVLS) Shared Research Facilities (SRF) and Biological Safety Team. The postholder will be a point-of-contact for users of the SRF and be responsible for coordinating responses to enquiries, providing quotes and financial tracking of projects. The postholder will also assist in biological safety management tasks including collation of biosafety data required for monitoring and audit purposes and have clerking responsibilities for Genetic Modification Safety Committee (GMSC) meetings.

This role requires a high degree of organisation to ensure that administrative tasks are dealt with effectively and the postholder will need to develop successful working relationships with academic, technical and professional services colleagues.

• Direct enquiries to the appropriate SRF Technical Leads efficiently, providing requested information and quotes promptly and on–time and managing effective communication with users.
• Be responsible for supporting grant submissions for SRF users, liaising with SRF Technical Leads and grant managers to ensure costs are appropriately included and approved in accordance with internal and external deadlines.
• Be responsible for efficient financial administration of SRF projects including accurate tracking and filing of projects, management of administrative databases, timely processing of charges.
• Provide administrative support and act as clerk for SRF operational meetings ensuring that accurate minutes are kept and distributed and supporting follow‑up actions.
• Assist in the organisation of SRF training courses including preparing schedules, advertising courses, managing course registrations and payments, liaising with staff delivering the courses to ensure course materials are available on Moodle and compiling feedback reports from course attendees.
• Provide administration support for Biological Safety management tasks including the monitoring and responding to e‑mail enquiries, logging and filling of GM risk assessments and recording outcomes of GM risk assessments reviews.
• Assist in collation of biosafety data required for audit purposes by the Safety and Environmental Protection Service (SEPS) and external regulatory bodies.
• Act as clerk for Genetic Modification Safety Committee meetings. This will include the booking venues, arranging Teams links, preparation and circulation of agendas and papers.
• Assist in the organisation and delivery of SRF and Biological Safety workshops and other events. This includes room bookings, managing, planning, and booking catering, travel and accommodation where necessary.
• Assist SRF and Biological Safety marketing and communications initiatives by preparing regular internal updates and by supporting the development of newsletters and social media content.
• Engage in reasonable professional development activities as required.
• Conduct such other duties temporarily or on a continuing basis, as may reasonably be required, commensurate with your grade.

Essential: A1 Higher National Diploma, Scottish Vocational Qualification Level 3, Higher or equivalent, and experience of personal development in a similar role.

Desirable: B1 Knowledge and understanding of higher education policies, practices and procedures.

Essential:

• C1 Excellent organisational and time management skills with ability to work flexibly, manage own workload effectively and prioritise demands to ensure that deadlines are met.
• C2 Ability to prepare written reports, collate and summarise information effectively to a range of stakeholders.
• C3 Ability to understand financial…