13 Mar

School Secretary Jobs Vacancy at University Edinburgh Edinburgh

School Secretary
University Edinburgh
Edinburgh SCT
13 Mar, 2018 6 days ago

University Edinburgh Edinburgh urgently required following position for School Secretary. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

School Secretary Jobs Vacancy at University Edinburgh Edinburgh Jobs Details:

Applications are invited to the role of School Secretary within the School of Health in Social Science. The role holder will provide support to the Head of School and School Management Committee in the day-to-day management of the School; working collaboratively with School staff to ensure continuity of business support at all times.

This post is available on a full time basis (35 hours per week) for 12 months, secondment applications are welcomed.

Salary: £22,214 - £25,728 per annum

Closing Date: Tuesday 27th March, 5pm GMT

1. Job Details
Job title: School Secretary
School/Support Department: School of Health in Social Science
Line manager: Director of Professional Services, working closely with Head of School

2. Job Purpose
To provide support to the Head of School and School Management Committee in the day-to-day management of the School; working collaboratively with School staff to ensure continuity of business support at all times.
This post is for 12 months, secondment applications are welcomed.

3. Main Responsibilities
(Approximate % of time)

• Provide high level secretarial support to Head of School, ensuring confidentiality of correspondence, issuing communications, managing the Head of School diary, managing the Head of School hos.health@ed.ac.uk generic email address, and maintaining filing systems. Ensure that Head of School deadlines are met. Co-ordinate School meetings calendar and ensure no clashes, particularly with College meetings. Ensure that all School Management Committee meetings have resource for preparing agendas, minute-taking and follow up action points. Work closely with Head of School in preparation of an internal newsletter to School staff, gathering content and issuing newsletter on a biannual basis. (30%)

• Support School Management Committee members by arranging meetings for these senior academic and administrative staff as required for progressing SMC actions and responsibilities, organising e.g. travel and accommodation for SMC members as requested, in accordance with University policy. Support external professional and academic networks of the School including arrangements for international visits and delegations. (10%)

• Acting as Committee Secretary, provide support for various other Committees such as Athena Swan, Communications and Marketing and School Hub meetings by organising the agenda, papers and minute taking. Also to provide support for the organisation of various internal and external events. (15%)

• Contribute to the efficient running of the School Office, and ensure that the following activities are covered (15%):

• All telephone and e-mail enquiries to the School Office in accordance with University policy on Freedom of Information
• Generic email addresses e.g. health@ed.ac.uk
• Circulation of e-mails to staff as appropriate
• Development and maintenance of databases as required.
• Be gatekeeper of the VRS visitor accounts
• Providing assistance to Resources Administrator and Finance Officer as requested – including filing, photocopying, invoice processing, raising eITs and purchase orders, petty cash requests, recruitment activities such as interview invitations, passport copying, scheduling, room booking, etc.

• Maintenance of the School web pages and development of an administrative SharePoint site. Upload committee papers as appropriate to web or SharePoint; i.e. School News and Events pages, and other School social media pages as required. (10%)

• Act as supervisor to the School Receptionist, working together to ensure reception cover during periods of leave/absence, approving annual leave and conducting annual review / development plans. (10%)

• Take the lead in co-ordinating responses to all Freedom of Information and GDPR requests/queries to School Office, liaising with relevant stakeholders. Ensure that publications on web conform to FoI requirements and conduct annual audit of these when requested by Records Management Office. Ensure that members of School Office team comply with Records Management retention schedules. (5%)

• Other duties as directed by Head of School or Director of Professional Services, including assistance with ad hoc estates matters such as office moves, desk allocation, furniture, telephones, etc. (5%)

4. Planning and Organising
The post holder plans and organises own workload but may refer to Director of Professional Services.
Required to plan according to regular cycles of University, College and School business on a daily, weekly, monthly, semester and annual basis.
Regularly check website pages to ensure information is kept up-to-date.
Plan with other School support staff for general School activities to ensure co-ordination of tasks.
High level of flexibility – ability to plan and to adapt at short notice.

5. Problem Solving
The post holder solves problems independently and anticipates problems in order to avert or deal with these. Exercises good judgement to know when to take advice/seek guidance from Director of Professional Services or Head of School.

6. Decision Making
The post holder will be responsible for the prioritisation of own workload and will decide how to deal with problems and queries and who to involve. Majority of decisions are made independently, although complex issues should referred to the Director of Professional Services or Head of School.

7. Key Contacts/Relationships
• Head of School
• Director of Professional Services
• School Management Committee members
• Members of School Administration team
• Academic and support staff within the School
• Visitors
• Students
• Members of the public

8. Knowledge, Skills and Experience Needed for the Job

• Vocational qualifications (N/SVQ 3, ONC or equivalent) plus typically at least 2 years’ work experience in a relevant role OR School education to standard grade or equivalent plus typically 3 years’ relevant work experience.
• Highly developed organisational and interpersonal skills are essential, as is the ability to communicate effectively at all levels
• Ability to complete work accurately, on time and to appropriate standards
• Ability to work independently and use initiative
• Commitment of highest standards of customer service
• A high level of competence with Microsoft Office, email, internet and web application
• To maintain appropriate confidentiality
• Flexible approach to duties and willingness to take on new work

• Experience of working in a Higher Education environment
• Experience of using University systems

9. Dimensions
• Member of admin team of ca. 21 FTE
• School Management Team of ca. 10
• ca. 70 academic and research staff

10. Job Context and any other relevant information
The School has high level links with NHS stakeholders and with the professional bodies of its subject areas and there is an increasing focus to provide high service levels which meet their expectations and enhance the image of the School. A highly professional “front of house” team is an essential component in delivering on this strategy.

The post holder must be flexible and willing to adapt to working in other areas across the School and to provide support at peak times e.g. Fresher’s Week and Week 1 of each semester, to ensure high functioning operation of the School.

Application Procedure

All applicants should apply online via our Vacancy Website and submitting an up to date CV. The application process is quick and easy to follow, and you will receive email confirmation of safe receipt of your application. The online system allows you to submit a CV and other attachments

We anticipate interviews will be held in the week commencing 9th April. You will be notified by email whether you have been shortlisted for interview or not.

The closing date is 5pm GMT on Tuesday 27th March.

Eligibility to Work

In accordance with the Immigration, Asylum and Nationality Act 2006 the University of Edinburgh, as an employer, has a legal responsibility to prevent illegal working and therefore must check that all employees are entitled to work in the United Kingdom (UK).

To do so, the University of Edinburgh requires to see original documents evidencing right to work in the UK before commencement of employment and this is normally carried out at interview. Details will be provided in any letter of invitation to interview.

For further information on eligibility to work please visit our eligibility to work website

In the circumstances where the vacancy does not meet the Home Office and Visa Services advertising, salary and/ or qualification level criteria for sponsorship the successful applicant must have the existing right to work in the UK.

Conditions of Employment
Pension Scheme

For employees on University Grades 1-5 or equivalent there are two pension schemes available: University of Edinburgh Staff Benefits Scheme (SBS) or the National Employment Savings Trust (NEST).

This role is grade UE05 and therefore the post holder will automatically become a member of the NEST scheme if their monthly earnings are deemed to be ‘qualifying earnings’ (equivalent to the HMRC monthly threshold above which their earnings are taxable). If the post holder’s earnings are not deemed as “qualifying earnings” and therefore will not automatically become a member they can opt in to the NEST scheme.

The post holder can choose to join SBS and by doing so they will not become a member of the NEST scheme.

Further information on the different employer/employee contribution levels required for each scheme and different levels of benefits that the post holder may receive may be found at on our Pensions website


The role is grade UE05 and attracts an annual salary of £22,214 to £25,728 for 35 hours each week. Salary is paid monthly by direct transfer to your Bank or Building Society account, normally on the 28th of the month. Salaries for part-time staff are calculated on the full-time scales, pro-rata to the Standard Working Week.

The University reserves the right to vary the candidate information or make no appointment at all. Neither in part, nor in whole does this information form part of any contract between the University and any individual.

The School of Health in Social Science

The School of Health in Social Science is a vibrant research and professionally driven academic School which strives to have a transformational impact on individuals and communities through internationally excellent research, knowledge exchange, learning and teaching. The distinctive composition of disciplines in the School leads to an emphasis on optimising physical, mental and emotional health for people; amplifying the potential of people and communities vulnerable to exclusion and working with others to achieve this. The Subject Areas are: Clinical Psychology; Nursing Studies; Counselling & Psychotherapy; Interdisciplinary Social Sciences in Health. The School works in partnership with a wide range of global and local educational and research partners.

The School of Health in Social Science is a leading provider of postgraduate and undergraduate education in health, health policy and related fields. We offer two undergraduate programmes (one leading to professional registration in nursing); together with several postgraduate degrees in Clinical Psychology, Counselling and Psychotherapy, Dementia, Health and Social Care and Nursing Studies and an expanding range of Continuing Professional Development and on-line distance learning opportunities.

The School of Health in Social Science holds a Bronze Athena SWAN award in recognition of our commitment to advance the representation of women in science, mathematics, engineering and technology.

College of Arts, Humanities and Social Sciences ( http://www.ed.ac.uk/arts-humanities-soc-sci )

The College of Arts, Humanities and Social Sciences is a large and diverse part of the University. Led by Vice-Principal Professor Dorothy Miell, it has 12,600 undergraduates, 4,500 taught postgraduates, 2,000 research students and more than 3,100 academic and professional services staff. The College incorporates 11 Schools (Business; Divinity; Economics; Edinburgh College of Art; Education; Health in Social Sciences; History, Classics and Archaeology; Law; Literatures, Languages and Cultures; Philosophy, Psychology and Language Sciences; and Social and Political Science), the Institute for Advanced Studies in the Humanities and the Centre for Open Learning. The College is located on multiple sites across Edinburgh, with the majority of Schools and College Offices based close to the central George Square area. The College, which is recognised as one of the world's leading centres for the arts, humanities and social sciences in research and teaching, has been growing and investing strongly in recent years.

Research Excellence Framework 2014 (REF2014)

The College operates at the highest levels of international quality across a very wide range of disciplines in the arts, humanities and social sciences and submitted the work of more than 750 staff to 23 Units of Assessment in the Research Excellence Framework 2014. The College achieved a superb result, combining a large-scale, broad and diverse submission with very high quality outcomes: 86% of its research impact and 76% of the overall quality profile were assessed as world-leading (4*) and internationally excellent (3*). Using the widely used Research Power index (which combines the submission's overall score for 3* and 4* work with the volume of staff submitted), 12 of the College’s Units were ranked within the top five in the UK, and 18 were ranked first in Scotland. With an assessment of more than 95% at 3* and 4*, we're particularly proud of the outstanding research environment we create for staff and research students.

The University of Edinburgh

For more than four centuries, our people and their achievements have rewritten history time and again. They’ve explored space, revolutionised surgery, published era-defining books, paved the way for life-saving medical breakthroughs and introduced to the world many inventions, discoveries and ideas from penicillin to Dolly the sheep. We have believed that anything is possible, we still do.
The latest Research Excellence Framework highlighted our place at the forefront of international research. This adds to our international reputation for the quality of our teaching and our student experience excellence. The University is proud of its success with online teaching initiatives, with 2550 students currently studying its online distance learning postgraduate programmes, and a total to date of more than 2 million enrolments for Edinburgh MOOCs.

As a member of staff, you will be part of one of the world's leading universities, with 20 Schools spread over 3 Colleges that offer more than 1600 undergraduate and 600 postgraduate programmes to over 35,000 students each year. Professional services are critical to this success as well as our world-class teaching, research and student facilities. In fact, we are one of the top employers in Edinburgh, with over 13,000 people spread across a wide range of academic and supporting roles.

As a world-changing, world-leading university, we offer an exciting, positive, creative, challenging and rewarding place to work. We give you support, nurture your talent, develop and reward success and integrate academic, professional and personal career goals, as well as give your career the benefit of a great and distinguished reputation. In addition, our employees benefit from a competitive reward package and a wide range of staff benefits, which include generous holiday entitlement, a defined benefits pension scheme, staff discounts and much more. Access our staff benefits page for further information and use our reward calculator to find out the total value of pay and benefits provided.

The University of Edinburgh holds a Silver Athena SWAN award in recognition of our commitment to advance gender equality in higher education. We are members of the Race Equality Charter and we are also Stonewall Scotland Diversity Champions, actively promoting LGBT equality. The University has a range of initiatives to support a family friendly working environment, including flexible working and childcare vouchers. See our University Initiatives website for further information.

University Family Friendly Initiatives

The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336.

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