Operations Assistant

Job details

Posted 07 February 2025 Salary Grade 5, £26,038 - £30,505 per annum End date 23 February 2025 Location: Glasgow Job Type: Management Professional & Administrative Reference: 165912

Job Description

Job Purpose
As a member of the College of Social Sciences Professional Services team, the postholder will deliver the College’s ‘Health, Safety and Wellbeing’, 'Business Continuity’, ‘Sustainability’ and 'Facilities/Resource Management’ workstreams within its operating plan. With a strong focus on customer service and operational excellence, you will work closely with colleagues across the College to ensure that procedures, facilities and resources are managed and maintained to protect the welfare and interests of its stakeholder groups.

Main Duties And Responsibilities

• Work closely with University Services (particularly the Estates and Facilities, and Information Services teams) to plan and organise the use of the College’s buildings and their services so that they continue to meet the needs of their users. This will involve dealing with issues relating to facilities and space management such as coordinating office moves, liaising with building users to coordinate maintenance work, and other general activities aimed at improving the occupancy and utilisation of our workspaces.
• Implement operational plans and management systems for Health, Safety and Wellbeing, Business Continuity, Sustainability, and Facilities Management across the College of Social Sciences. This will include working on initiatives to improve our efficiency and effectiveness, working with colleagues across distinct business units to develop a culture of safe, resilient, sustainable, and productive working.
• Support all relevant stakeholders to deliver comprehensive Health, Safety and Wellbeing, Business Continuity and Sustainability processes and procedures within the College and its Schools, ensuring that these remain compliant with current legislation, relevant quality standards, and the University’s own policies and governance practices.
• Work with colleagues across the College to maintain reporting frameworks and practices (reports to College Management Team, delivery of the College Health, Safety and Wellbeing Committee and supporting actions, maintenance of appropriate Risk Registers etc.) that underpin the University’s approach to health, safety and wellbeing and business continuity, playing a lead role in the identification and management of associated risks.
• Analyse, review, evaluate and act upon Management Information (MI) relating to accidents, incidents, near misses, the provision and completion of training, absences and any other key performance measures (such as data on process – preventative and maintenance), to improve the College’s provision of, and adherence to Health, Safety and Wellbeing, Business Continuity and Sustainability policies and procedures.
• Support key stakeholders within the College on all matters relating to ‘health, safety and wellbeing’, ‘business continuity’ ‘sustainability’ and ‘facilities management’ to ensure that the College acts proportionately to incidents/concerns whilst providing the necessary assurance for all its activities.
• Responsible for maintaining Health, Safety and Wellbeing, Business Continuity, and Facilities Management protocols/resources including emergency procedures, fire safety and evacuation, risk assessment, safety audits and building plans (and associated planned and reactive maintenance activities for the College and the buildings in which it operates).
• Contribute to College Health, Safety and Wellbeing’, Business Continuity, and Facilities Management audit processes to completion and on time, taking responsibility for the delivery of action plans, incident investigation and lessons learned from accidents/near misses and fire/safety audits.
• To undertake other duties as required.

Knowledge/Qualifications
Knowledge, Qualifications, Skills and Experience
Essential:

1. A1 Ability to demonstrate the competencies required to undertake the duties associated with this post, having acquired the necessary knowledge and skills in a similar role, or:
2. A2 A Scottish Credit and Qualification Framework Level 7 (Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

Desirable:

1. B1 Relevant Health and Safety (IOSH, NEBOSH etc.) or Project Management (PRINCE2, APM etc.) accreditation/qualifications
2. B2 Knowledge of higher education policies and procedures.
3. B3 Knowledge of auditing and investigation processes.
4. B4 Knowledge of sustainability practices and requirements.

Skills
Essential:

1. C1 Excellent organisational and planning skills.
2. C2 Ability to assess, analyse and interpret and present data effectively to inform decision making.
3. C3 Ability to adapt personal working style across multiple stakeholders working independently, contributing as a team-player.
4. C4 Ability to quickly embrace and learn new concepts, techniques or methodologies.
5. C5 Effective communication and influencing skills, both verbal and written, to interact and collaborate effectively with a range of internal clients across diverse functional areas.
6. C7 Strong IT ability, including the use of Microsoft Office applications – Word, Excel, PowerPoint, Teams, and other relevant software.
7. C8 Personal style compatible and consistent with University Values.

Experience
Essential:

1. E1 Successful track record of relationship building and development skills across a range of internal stakeholders.
2. E2 Experience of working in teams containing experienced professionals.
3. E3 Experience of changing processes and implementing improvements in systems and procedures.

Desirable:

1. F1 Experience of providing accurate and relevant documentation/management information/statistics along with an appropriate level on analysis to assist senior managers with decision making.
2. F2 Experience of conducting audits and producing action plans.
3. F3 Experience of carrying out incident investigations and devising corrective actions.

Terms and Conditions
Salary will be Grade 5, £26,038 - £30,505 per annum.
This post is full time (35 hours per week) and open ended (permanent).
Closing Date: 23 February at 23:45