JOB PURPOSE
The Senior Management Secretary is responsible for providing a comprehensive administrative and secretarial support service to the Senior Management of UHI Shetland. In supporting the team, the postholder will be required to liaise with a wide range of senior managers and staff within and out with the college, including the executive office and other partners of the University of the Highlands and Islands (UHI), Shetland Islands Council and stakeholders of the Shetland Partnership.
MAIN DUTIES
1. · To provide confidential secretarial and administrative support to members of senior management team (SMT)
2. · To manage and oversee all aspects of the day-to-day running of the senior management office
3. · To provide secretarial services for the core committees of the college, organising meeting calendars, preparing agendas and supporting documentation, taking minutes and following up actions from meetings
4. · To be first point of contact (including monitoring particular generic email addresses) for queries from disparate stakeholders, including employees, schools, FE & HE students, college board, HMIE, SQA, UHI and Scotland’s Colleges, Scottish Government and a variety of other partner agencies and ensure they are appropriately channelled and dealt with.
5. · To manage meeting arrangements, including travel for SMT where needed, to arrange off-island business travel and accommodation for the Principal and undertake the allocation of travel costs to appropriate budgets
6. · To provide and maintain a comprehensive filing and information system for the college ensuring that all data is maintained in an easily accessible format and archived as required
7. · Assist senior management with gathering and collating information for production of Annual Reports/Programme Reports, Action Plans, College Operational Plans, Student and Staff Survey Analysis
8. · To support ongoing activity of senior management colleagues in their absence
9. · To support the Graduation Working Group
General duties
10. · Participation in appraisal and professional development activities as required for personal growth
11. · To take due care of yourself and others in respect of health and safety
12. · To be an ambassador for the college
13. · Such other duties temporarily or on a continuing basis, as may reasonably be required, commensurate with your grade.
UHI Shetland
UHI Shetland is the most northern partner of the University of the Highlands and Islands, offering well-equipped, modern facilities and provision of a variety of tertiary education courses, applied research, consultancies and knowledge exchange projects together with high-quality accredited and bespoke training.
UHI Shetland mirrors NJNC terms and conditions for Scotland’s College’s Home (njncscotlandscolleges.ac.uk) offering 9 weeks paid annual leave to employees (pro rata). Distant Islands Allowance is currently set at £2, which would be in addition to any salary payment (pro Rata).
UHI Shetland is an equal opportunities employer operating a blind recruitment process and will not accept CVs as part of an application.
Please download and complete the application form attached and return to