Carnegie Trust for the Universities of Scotland
APPLICATION PACK
ADMINISTRATIVE MANAGER
Thank you for requesting an application pack for the position of Administrative Managerat the Carnegie Trust for the Universities of Scotland.This application pack includes:
A Job Description including the job’s main tasks, competencies, skills & experience needed to do the job, Pay & Hours
A Job Application Form
The Carnegie Trust Policy on criminal record disclosure
Information about the Carnegie Trust for the Universities of Scotland
Please complete the job application form as fully as possible. If you need additional space for any section, continue on a separate A4 sheet. If you need any support filing in the form, do not hesitate to contact us.
Completed applications should be emailed to by11 May 2012 before 5 pm
Please note that feedback will be provided only for candidates who are invited for interview.
Thank you for your interest in the Carnegie Trust for the Universities of Scotland.
The Carnegie Trust for the Universities of Scotlandis Scottish Charity No.SC015600
Job Title / ADMINISTRATIVE MANAGERGrade
Salary
Hours / Grade: 7
Starting salary: £34,895
Hours: Monday to Friday, 9.00 to 5.00 pm (35 hours per week)
(occasional work out-with these core hours)
Full time
Permanent
Contributory pension scheme available
Starting Date / July 2012
Role / To manage the day to day administration of the Trust office and its staff and all the Trust’s grant making schemes
To make decisions on some of the award schemes, under delegated authority
To provide secretariat support to the Trust Director, the Executive Committee of Trustees and sub-committees
Key Tasks /
- To manage the provision of advice and information to prospective applicants, processing applications, database input, notifying decision to applicants, paying the awards, monitoring outcomes of awards
- To provide proactive secretariat support for Executive Committee Trustees/Investment Committee/Audit meetings and Panel meetings for award schemes
- To monitor and ensure all actions arising from these Committees are progressed promptly
- To overview data input by other staff
- To assist award holders with any difficulties or non-standard problems that might arise during the course of the award or when submitting an application. Within overall policy guidelines, advising on appropriate solutions for individual cases
- To liaise with universities and academic bodies to provide information, answer queries and arrange meetings
- To further develop the electronic database of the award schemes
- To ensure up to date content exists on the Trust website
- To co-ordinate the preparation of the Annual Report
General Competencies /Skills / ESSENTIAL
- Excellent IT skills
- Ability to interact with people at differing levels and in differing disciplinary and professional fields
- Ability to work under own initiative
- Ability to maintain robust administrative systems/processes
- Ability to plan and supervise the work of others
- Excellent written and oral communications
- Adaptable personality used to working in a small team
- Methodical, organised approach with attention to detail
- Educated to degree level or equivalent
- Knowledge of the working environment of a university and/or educational charity
IT Skills / ESSENTIAL / DESIRABLE
Word / Excel
Advanced level including mail merge, formatting, templates and tables
/Basic level
Outlook
/Others
Advanced level
/Website content management
Access / database
Intermediate level including basic querying, using forms and reporting
Staff ManagementResponsibilities / Managing a team of 2 staff, the post-holder is expected effectively to:
- motivate others
- delegate to others
- support the development of others
- manage conflicts
- manage the performance of others
Responsible to / Trust Director
Customer Groups / External: Academic and professional bodies / students (undergraduate and postgraduate), University Lecturers, Trust Advisers, University administrative staff
Internal: All Carnegie staff ( including others in Andrew Carnegie House) and Trustees
The Carnegie Trust for the Universities of Scotlandis Scottish Charity No.SC015600
Carnegie Trust for the Universities of Scotland
APPLICATION FORM
Please provide the information requested below outlining your experience and skills. You should then send your job application form to ……………………………………………….. as soon as possible. Please do not send a C.V.
1.Post Applied For: ______
2.Application No:
(for CARNEGIE TRUST use only)
3.Your Details:
First Name:
Surname:
Address:
Postcode:
Tel No:
Mobile No:
E-mail Address:
4.Do you need a work permit to take up this post?
YesNo
Application Number (CARNEGIE TRUST use only):
5.Present Post
Job Title:______
Employer’s details:
______
Date of employment (From – To):______
Reason for leaving (if applicable):______
Notice period required:______
Role Purpose / Summary of responsibilities:
Application Number (CARNEGIE TRUST use only):
6.Employment history
Starting from the most recent first and working down the page. (Please use a separate sheet if needed).
Job Title / Employer / Dates from / Dates toApplication Number (CARNEGIE TRUST use only):
7.Education or relevant courses
Subject(s) / Qualification achieved / Date obtained8.Membership of Professional Bodies
Full name of Organisation / Registration Number / Date obtainedApplication Number (CARNEGIE TRUST use only):
9. Reasons for application
Please provide an explanation of your reasons for applying for this position. You should demonstrate how your knowledge and experience matches the key tasks, skills and competencies in the job description. Please also state what you think you can bring to the role and the organisation. You may also wish to provide other information that may be relevant to your application such as your major achievements to date, personal qualities, interests or other skills and attributes. (Use a separate sheet if needed).
Application Number (CARNEGIE TRUST use only):
10IT Skills
Please provide an explanation to demonstrate how your IT knowledge and experience meets the IT skills requirements set out in the job description.(Use a separate sheet if needed).
Application Number (CARNEGIE TRUST use only):
11References: Please give the names of two referees who can provide references on your suitability for the post, and who you are content the Carnegie Trust approaches if required (do not enclose references with this application). Note that references will only be taken up for preferred candidates following the interview.
I am content that the Carnegie Trust approaches the referees below
(Please tick the box).
Referee 1
First Name:
Surname:
Position:
Address:
Postcode:
Phone number:
Email address:
Referee 2
First Name:
Surname:
Position:
Address:
Postcode:
Phone number:
Email address:
Application Number (CARNEGIE TRUST use only):
12.Where did you see the advertisement for this post?
Newspaper (which one?)Carnegie Trust Website
Job Centre PlusWord of mouth
Other______
The Data Protection legislation regulates the use of personal data (“information”) about an individual and requires the Carnegie Trust to receive your consent to use the information you give in this form and in any attachments to it, to assess your suitability for the post you have applied for. By signing this form you will be consenting to the Carnegie Trustprocessing information for this purpose.
Name:
Signature:
Page 1
The Carnegie Trust for the Universities of Scotlandis Scottish Charity No. SC015600
Carnegie Trust for the Universities of Scotland
POLICY ON CRIMINAL RECORD DISCLOSURE
In line with its overall recruitment policy, the Carnegie Trust seeks criminal record information before making an offer of employment to a successful job applicant. The note below describes the process that will be followed and what happens to any information received. Please read it carefully.
The post for which you have applied requires the applicant who is successful at the interview stage to complete a personal disclosure of any unspent convictions, details of any cautions, reprimands and final warnings administered, and details of any charged offences. There will, also, be open and measured discussion on the subject of disclosure information at the interview stage. If an applicant fails to disclose relevant information at interview, it may lead to the withdrawal of an offer of employment, orfollowing appointment, disciplinary action being taken, which may include the termination of employment.
If an interview, or subsequent personal disclosure, provide information about a conviction, cautions, reprimands, final warnings administered and charged offences, Carnegie Trust will assess the relevance of the information by considering:
- The seriousness of the offence and whether it is relevant to the protection and safety of Carnegie Trust staff, others and Carnegie Trustproperty.
- The length of time since the offence took place
- Whether there is a pattern of offending behaviour
- Whether an individual’s circumstances have changed since the offending took place, making re-offending less likely.
- Relevant information offered by an individual about the circumstances which led to the offence being committed
- The country in which the offence was committed; some activities are offences in Scotland and not in England and Wales, and vice versa.
- If the offence has since been decriminalised by Parliament.
- The degree of remorse, or otherwise, expressed by an individual and their motivation to change.
Personal disclosure information provided will only be used for recruitment purposes and will only be shared with those authorised to see it in the course of their duties. No image or photocopy of the information will be made. The Personnel Office will keep all information disclosed in a secure and confidential file.
The Carnegie Trust for the Universities of Scotlandis Scottish Charity No. SC015600
Carnegie Trust for the Universities of Scotland
The Carnegie Trust for the Universities of Scotland, the first of the three Trusts that Andrew Carnegie established in the United Kingdom, was created by a Deed which he signed on 7 June 1901, and was incorporated by Royal Charger on 21 August 1902. The Trust was funded by a gift of US$10 million (a then unprecedented sum yielding £104,000 per year at the time when the total government assistance to all four Scottish universities was about £50,000 a year) and its aim was to improve and extend the opportunities for scientific research in the Scottish universities and to enable the deserving and qualified youth of Scotland to attend a university from which they might be barred by their inability to pay university fees.
When the Trust was established there were then only the four ancient universities – Aberdeen, Edinburgh, Glasgow and St Andrews, with perhaps 250 members of staff and some 6000 students; there are now fifteen universities, with some 6000 staff and 150,000 students, so the funds are now much more thinly spread. Andrew Carnegie wanted ‘to improve and extend the opportunities for scientific research in the Scottish universities and to enable the deserving and qualified youth of Scotland to attend a university’.
Although the educational scene in today’s Scotland has changed compared with that at the beginning of the 20th century, Carnegie’s support of the needs of the Scottish universities and their students remains as pertinent in 2012 as was in 1901. Since its foundation in 1901 more than 100,000 people have received grants for research or for their tuition fees. The number who have benefited indirectly from the Trust through the provision of buildings, libraries, residences, and other facilities can only be conjectured but it must be large.
By its Royal Charter, one half of the net income of the Trust is to be applied to the improvement and expansion of the Universities of Scotland and one half, or such portion as was needed, to go to the support of the ‘qualified and deserving’ youth of Scotland to help with the payment of University fees and thereby enable them to have the chance of a University education in circumstances where hardship might prevent. If the two provisions were satisfied, any surplus could be used for almost any other purpose which the Trustees deemed proper to further the usefulness of the Universities in accordance with the purposes expressed in the Trust Deed.
In accordance with Andrew Carnegie’s wishes, the Royal Charter enables the Trust to support the 15 Universities of Scotland, their staff and students. The current schemes of support are described below.
Fee Assistance may be provided to support entering undergraduates to first degree courses who are not eligible for support through the SAAS. A competitive Vacation Scholarship scheme is operated to assist undergraduate students who wish to undertake research in the summer vacation. Undergraduate groups from Scottish universities can apply for support with Expeditions.
At the postgraduate level, a prestige scheme of Scholarships supports a limited number of graduates with first class honours degrees who will pursue three years of postgraduate research leading to a PhD.
Carnegie-Cameron Bursaries are made available mainly to support fees for one- year taught post graduate courses and are awarded through the Universities.
Members of Staff and graduates of Scottish Universities are eligible to apply for the Trusts Research Grant Scheme which awards grants of up to £2,500 for personal research, and support towards illustration and publication costs.
A competitive Larger Grant Scheme of grants up to £40,000 encourages applications for joint programmes of collaborative research projects within more than one of the Scottish Universities.
The Scottish Universities are invited to compete for up to two Carnegie Professorships per year to encourage World Class scholars to spend a sabbatical period in Scotland.
Since 2008 the Trust has operated from purpose built offices in Dunfermline co owned and occupied with the other UK Based Carnegie trusts.
Further details of the Trust’s work can be found on our web-site
CARNEGIE TRUST EQUAL OPPORTUNITIES MONITORING FORM
As an equal opportunities employer the Carnegie Trust welcomes applications from all suitably qualified people and aims to employ a diverse workforce. To help us meet that aim we would be grateful if you could complete this form and return it to us in the enclosed envelope. The form is completed on an anonymous basis, will not be used in the short-listing process for the post, and cannot be reconciled with your application
The information you provide may, however, be stored on a computer system for the purposes of personnel administration and statistical analysis. It will be treated as strictly confidential and only be used for Equal Opportunities purposes.
1)Post applied for:______
2)Where did you see this vacancy advertised?
______
3)Date of birth:______
4)Gender:MaleFemale
5)Ethnic / Racial Origin
Please indicate how you would describe your ethnic / racial origin from the selection below. (Ethnic origin is not about nationality, place of birth or citizenship, but about colour and broad ethnic group).
WhiteBlack-AfricanBlack–Caribbean
IndianPakistaniBlack-Other
BangladeshiChinese
Any other group, please specify______
6)The Disability Discrimination Act 1995 defines disability as a “physical or mental impairment which has a substantial and adverse effect on a person’s ability to carry out normal day to day activities”
Do you consider yourself to have a disability?
YesNo
Thank you for your co-operation in completing the form
The Carnegie Trust for the Universities of Scotlandis Scottish Charity No. SC015600