Full time
Open ended

The closing date for applications is midnight on Sunday 08 January 2023

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

Reporting to the PA/Office Manager, the post holder will be a member of the team responsible for providing support to a range of activities across the faculty, including acting as first point of contact for staff, students, visitors and other stakeholders. Working as part of a team is essential in order to ensure excellent service delivery.

Experience of interacting in a supportive and sensitive manner with individuals from a wide range of cultures and nationalities is a key skill required of the post holder. Excellent communication skills, the ability to use initiative, and willingness to learn new things are essential.

The successful candidate will demonstrate proficiency in the use of Microsoft Office particularly Word and Excel, possess excellent verbal and written communication skills along with strong attention to detail and a methodical and focused approach to work. In addition, you will be able to work well in a team and be able to demonstrate a customer orientated approach.

Informal enquiries should be directed to Nicola Cairns, PA/Office Manager by email: nicola.cairns@stir.ac.uk

As part of the Faculty Operations team, the post holder will work closely with team members to provide effective business support which includes, but is not limited to, the following duties:

Key Duties and Responsibilities

• Work closely with the Faculty Operations Administrator on a range of HR and recruitment activities across the faculty
• Use the University finance system to raise purchase orders and sales invoices for the faculty, and set- up/update supplier and customer information as and when required.
• Review open purchase orders on a monthly basis to ensure financial commitments and accruals are correct.
• Take responsibility for a faculty purchase card, making purchases as required, monitoring and recording expenditure to allow reconciliation of spend.
• Check all expense claims submitted to the faculty to ensure they are completed in line with the University Policy and all data is accurate.
• Process requests for travel on behalf of faculty colleagues using the University’s appointed Travel Management company (Clarity), following Finance procedures and ensuring that travel insurance is in place for all overseas travel bookings.
• Maintain and monitor a database of room allocations within the relevant Faculty buildings and take a direct and proactive role in the availability, allocation and maintenance of all rooms across the Faculty.
• Manage an inventory of equipment and keys held by the faculty to ensure items are accounted for and signed-out when in use.
• Manage the recording of annual leave for the faculty and all the necessary calculations for new and existing staff. Respond to all queries about annual leave and maintain the master spreadsheet of all annual leave and carry over
• Manage the recording of staff absences including the update of centrally held records in line with HR guidance.
• Assist with faculty website updates, making these available for approval and publication as and when requested.
• Respond to any building and equipment maintenance/defects reported by liaising with Property Management Services, IT colleagues and/or external suppliers as appropriate to ensure these are addressed.
• Process any requests for porter services such as office furniture or equipment moves, and confidential waste uplifts.
• Contribute to the continuous improvement of all faculty operations team processes
• Work closely with the wider professional services team to identify initiatives which will improve customer service and enhance the student experience.
• Use a variety of software packages, such as MS Office, to produce correspondence, documents, spreadsheets and databases
• Provide effective administrative support for the Faculty’s remit as required and assist with activities which support key faculty strategies as required.
• Servicing regular committees and meetings

• Educated to SCE Higher level or equivalent
• Relevant office experience in a customer service environment
• Excellent communication and interpersonal skills
• A respect for confidentiality
• Excellent key board and IT skills
• Experience of using judgement and initiative to solve problems
• Evidence of being self-motivated with a can do attitude
• Experience of interacting in a supportive and sensitive manner with individuals from a wide range of cultures and nationalities is a key skill of the post holder
• Willing to learn new things are essential
• Confident, helpful and polite manner

• Previous experience of working in FE/HE
• Experience of working with or supporting students
• Experience of operating within a regulatory environment
• Experience of online and flexible systems for MIS purposes
• Experience of implementing a new service

The role holder will be required to evidence that they can meet the qualities associated with the following behavioural competencies, as detailed within the AUA Competency Framework.

The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe – addressing real issues, providing solutions and helping to shape society. Stirling is 4th in Scotland and 43rd in the UK for research impact, with 87% of its research having an outstanding or very considerable impact on society – and more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021). Interdisciplinary in its approach, Stirling’s research informs its teaching curriculum and facilitates opportunities for knowledge exchange and collaboration between staff, students, industry partners and the wider community.

The University of Stirling is ranked among the top 30 UK universities for student satisfaction (National Student Survey) and top 10 in the UK for postgraduate student experience (Postgraduate Taught Experience Survey), and has an overall five-star rating in the QS Stars University Ratings.

More than 17,000 students study with the University of Stirling globally, with over 120 nationalities represented on its scenic central Scotland campus alone. The campus – also home to 1,700 staff – has its own loch and castle, and a recent multi-million-pound redevelopment has delivered modern, flexible, and digitally connected study and social spaces at the heart of campus, including enhanced student support and retail and catering outlets.

The University has twice been recognised with a Queen's Anniversary Prize – the first for its Institute for Social Marketing and Health (2014) and the second for its Institute of Aquaculture (2019). Stirling is Scotland's University for Sporting Excellence and its recently redeveloped world-class facilities provide the perfect training environment for the University’s sports scholars – many of whom compete at the highest level, including at the Olympics and Commonwealth Games – and for students, staff, and the wider community.

As a signatory to the £214 million Stirling and Clackmannanshire City Region Deal, the University is driving productivity and inclusive growth across the Forth Valley, and beyond. Through pioneering collaborative solutions to global challenges, researchers are putting innovation, skills, and partnership at the heart of a sustainable economic recovery.
www.stir.ac.uk @stiruni