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Reports To: CEO

Grade: 5.1

Salary: £22,214 (Pro Rata)

Contract Type: Permanent

FTE: Flexible hours of work between 20-25 hours per week, 40 weeks per year

Main Responsibilities:

• Coordinate and make necessary arrangements arrange for all meetings required by the Student Executive, Trustees and Chief Executive through planning, issuing Agendas and confidential documents. In addition, facilitation of room bookings including relevant resources and catering.
• Responsible for preparation of confidential agendas and confidential minute taking at Senior Manager meetings, Student Executive meetings, Trustee Board meetings and other committee meetings as required. This includes establishing action points have been followed up and actioned by the appropriate committee member prior to the next meeting.
• Co-ordinate diaries and daily calendar management on behalf of the Executive Committee, the Chief Executive and Department Heads, covering multiple Association and University meetings and ad hoc management meetings.
• Regular networking with University personnel at all levels of the organisation.

• To clerk for the Trustee Board.
• Co-ordinate and assist with the day-to-day organisation of the Student Executive and Chief Executive's calendars to maximise Student engagement time, while managing Association business.
• Address and action information regarding University matters to the President, Student Executive and Chief Executive as appropriate, therefore assisting with the effective cascading of information.
• Act as first point of contact for the Student Executive and Chief Executive, ensuring all enquiries are effectively reported and actioned in an organised, professional manner.
• Drafting and preparing correspondence for the Executive and Chief Executive accurately and timeously, passing for his/her approval.
• Organise and manage the Executive and Chief Executive's filed correspondence, including University committee paperwork and confidential items providing efficiency of information.
• Organise relevant travel and accommodation for Student Executive, Chief Executive and Consultants.
• Arrange regular NUS Conference registrations and booking and monitoring all associated travel and accommodation, while adhering to Financial procedures
• Co-ordinate, collate and issue relevant confidential paperwork to Trustees, External Trustees and Chief Executive for Trustee Board Meetings and related Committee meetings.
• Management procurement of stationery through sourcing, ordering and distribution, while monitoring stock, expenditure and adhering to Financial procedures

General:

• To comply with all Strath Union policies, procedures and governing documents.
• To work within Strath Union’s Mission, Vision and Values at all times.
• To be responsible for all Health and Safety requirements related to the role.
• To undertake any other tasks commensurate with the level of appointment that may from time to time be reasonably requested.
• The post-holder is expected to portray a positive image of the organisation, both internally and externally and to set high standards of personal integrity and professionalism at all times, leading by example.
• The post-holder is expected to build and maintain professional networks to ensure knowledge is kept up-to-date.
• The post-holder is expected to undertake such personal and professional development as required to maintain appropriate knowledge and skills to fulfil the requirements of the role. This may include attending events away from the offices of the Union and outside Glasgow.

Key relationships:

Internal: Chief Executive, Student Executive, Senior Management Team, Trustees and staff of the Association.

External: University staff, NUS, colleagues in other students’ unions, any other relevant external organisations to the role.

Other Information:

The role is subject to a 6-month probationary period.

Regarding pensions, the post-holder will be eligible to join the Universities' LGPS Scheme (29.5% employer contribution and employee of 5.6%).

31 days annual leave per year plus 11 public/bank/local holidays (Pro rata as necessary)

Person Specification: