Screen Journal Office and Conference Administrator

Job Purpose

To provide effective and efficient administrative support for the academic film and television studies journal, Screen, supporting its Academic Editors and Production Manager to ensure the professional management of office business on a day-to-day basis, liaising with contributors, editors, and publishers to ensure a smooth flow of communication.  The Screen Journal Office and Conference Administrator will have sole organisational responsibilities for the annual Screen Studies Conference.

Main Duties and Responsibilities

1.Journal

Responsible for the efficient administration of the submission, review, and acceptance process for submitted articles, reviews, dossiers, and reports via the journal’s submission platform.

The Screen Journal Office and Conference Administrator will be responsible for the distribution of gratis copies to authors on a quarterly basis.

2.Conference 

Individual responsibility for the organisation of this annual conference including, but not limited to:

•        distributing the call for papers

•        marketing and publication of the conference

•        sourcing and booking venues

•        arranging catering and other operational/facilities support measures

•        arranging accommodation and travel for editors, delegates and invited speakers.

3.Financial

Manage all key financial operations and transactional activity relating to the journal and conference, produce regular financial reports for presentation at Editorial Board meetings and ensure that the Budget Holder is kept informed of financial position and matters on a regular basis.

4.Editorial Board Meetings

Invite agenda/discussion items for Editorial Board meetings and for occasional Strategy and Review meetings; collate, prepare, and produce agenda and associated papers in liaison with the Chair; including Clerking of meetings and tracking of agreed outcomes and actions.

5.Website and social media

Maintain, develop and update the Screen website with particular responsibility for uploading information on the annual conference.  Promote announcements and calls to action via the Screen social media platforms.

The duties of the Screen Journal Office and Conference Administrator post outlined here are not exhaustive, the postholder will be expected to be co-operative and flexible and undertake such other duties as may be reasonably expected by their line manager. The duties of the post will be subject to review in line with changing requirements, both internal and external.

Dimensions

Screen is the leading international academic journal of film and television studies. It is published by Oxford University Press and appears quarterly. It is owned and edited by an Editorial Board comprising seven Academic Editors, two of whom are in Film and Television Studies at the University of Glasgow; Professor Karen Lury is currently chair of the board and budget holder on behalf of the journal.  Editorial work is the responsibility of the Production Editor.  The annual Screen Studies Conference is held annually in late June or early July and attracts around 150 international delegates. The Screen Journal Office and Conference Administrator is a prominent role, liaising on a regular basis with distinguished international academic contributors and delegates, ensuring that their contributions to the journal and its conference are efficiently and professionally managed.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.

Or: 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:

B1 Interest in and general knowledge of film, television and other screen media.

B2 Knowledge of University or Higher Education structure, policies, practices and procedures.

Skills

Essential:

C1 Excellent written/verbal communication and customer service skills, underpinned by tact, diplomacy, empathy and discretion.

C2 Excellent organisational skills and ability to work proactively: plan, organise and prioritise effectively; delivering work to standard and within agreed timescales and deadlines when balancing competing priorities.

C3 Able to ensure effective and efficient processing of tasks and activities relating to people and data and to ensure they comply with policies, procedures and administrative frameworks such as GDPR and Data Protection policies.

C4 Excellent attention to detail, ensuring accuracy and precision in data entry.

C5 Well developed analytical and problem-solving capability.

C6 Proven ability to work under pressure and in a changing environment, acting calmly and methodically, whilst maintaining a high standard of customer service.

C7 Proficient in use of Microsoft Office suite of programs/applications (in particular, Word, Excel) and skilled in the development and maintenance of websites and databases.

C8 Ability to be flexible and work as part of a team.

C9 Ability to take initiative and to exercise independent judgement.

C10 An understanding of relevant health and safety policies and procedures relative to the role, and the quality standards and outputs required.

Experience

Essential:

E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.

E2 Experience of delivering a high-quality administrative support service to a variety of stakeholders with differing requirements and expectations.

E3 Experience of ensuring that delivery of administrative support complies with organisational policies, procedures, and timescales.

E4 Experience of developing and managing office systems and procedures, including financial.

E5 Experience of building and maintaining good working relationships with a variety of stakeholders.

E6 Experience of event and/or conference organisation including, problem solving, GDPR compliance, health and safety, quality control and event evaluation.

E7 Experience of arranging and clerking meetings.

Desirable:

F1 Experience of University or Higher Education structure, policies, practices, and procedures.

Other

A flexible approach is required, as this role necessitates adjustments to working pattern in the run-up to and during the conference with attendance essential over the conference weekend.

Terms and Conditions

Salary will be Grade 5, £25,138 – £29,605 per annum pro rata.

This post is part-time (21 hours per week), and open ended.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

3 A flexible approach to working.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community

https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/

.