Administration Assistant

University of Aberdeen; Aberdeen City; On-site; GBP 27,000 - 29,000; Full time

Job summary

The University of Aberdeen is seeking an Administration Assistant to support Student Advice & Support and related services across campuses. You will handle frontline queries, assist with administrative tasks, and help maintain confidential records with tact and discretion.

Based in the Student Advice & Support Office, the role may involve working across locations and occasional lone working. A friendly, empathetic approach and strong organisational skills are essential.

Qualifications

• Qualified to standard grade level or equivalent.
• Excellent administrative skills gained in an admin support role.
• Administration qualification.
• Work and other relevant experience (including training).
• Experience of working in a front-line administrative position, including supporting a range of professionals.
• Experience of manning a busy reception desk or working in a customer service role.
• Excellent IT skills, with a good working knowledge of Microsoft Office, including Outlook, Excel and Word.
• Ability to prioritise and manage a busy outlook mailbox effectively.
• Experience of working with confidential information.
• Experience of handling financial information.
• Knowledge of/experience in a Higher Education setting.
• Experience in financial administration and using bespoke systems linked to finance tasks.
• High level of accuracy and attention to detail.
• Ability to act with diplomacy, discretion, and maintain confidentiality whilst having the ability to be open mind and non judgemental

Responsibilities

• Aid in delivering support to students across campuses and support services.
• Handle front line enquiries from students in person, by email and by phone.
• Signpost/escalate queries beyond the scope of the role.
• Assist with administering financial elements of service delivery.
• Collaborate across Student Support Services and other university teams.

Skills

MS Office

Outlook

Excel

Word

Communication

Organisational skills

Confidentiality

Customer service

Diplomacy

Education

Standard Grade or equivalent

Administration qualification

Job description

Student Support has seen rapid change in recent years and as a result, there has been a noticeable increase in institutional responsibilities and raised student expectations in the support that we deliver.

The University of Aberdeen Student Support Services are seeking to recruit a new Administration Assistant to ensure that our services can support students with a range of individual requirements, and that our services evolve to meet the expanding needs and expectations of the student population. This will involve working closely with colleagues across support services and the wider University and our students. This role will support a range of functions across Student Support Services, including our Student Advice & Support team, Multi-Faith Chaplaincy and our University Counselling service. The post will primarily be based within the Student Advice & Support Office, but will support all of our services, and may require the postholder to work across the different locations.

This is a varied role and the successful candidate will work to assist in the delivery of support to students across our campuses in each of our frontline Student Support Service locations. There is considerable daily contact with students (in person, via email, and via telephone) who access front line services looking for advice and information on a wide range of topics and a friendly, empathetic, and reassuring manner is essential. The successful candidate must be able to demonstrate a clear understanding of appropriate boundaries, and an awareness of when to signpost/escalate queries beyond the scope of their role. The successful candidate must be able to adapt to working in different environments and should have experience of working in a busy office, and in frontline customer/student facing role. It is likely that working locations, and priorities, will evolve as the post continues with an initial focus on supporting our Student Advice & Support office and administering financial elements of our service delivery. At times lone working in an office will be required due to the nature of the service delivery offered.

Salary will be at the appropriate point on the Grade 3 salary scale, (£27,096 - £28,748 per annum) and negotiable with placement according to qualifications and experience.

In accordance with the UKVI immigration rules, it is with regret that this role DOES NOT MEET THE SALARY REQUIREMENTS for sponsorship under the Skilled Worker route. For this role, the successful candidate must be able to demonstrate their right to work in the UK prior to commencing employment and obtain the right to work in the UK. Information on other visa options is available at https://www.gov.uk/check-uk-visa.

Job Reference Number: SUP194S

The closing date for the receipt of applications is 04 November 2026

ESSENTIAL DESIRABLE

Education/Qualifications

Academic, technical and professional education and training

• Qualified to standard grade level or equivalent.
• Excellent standard of administrative skills gained in an admin support role.
• Administration qualification.
• Work and Other relevant experience (including training) e.g. Specialist knowledge, levels of experience, supervisory experience, research.
• Experience of working in a front-line administrative position, including supporting a range of professionals.
• Experience of manning a busy reception desk or working in a customer service role.
• Excellent IT skills, with a good working knowledge of Microsoft Office, including Outlook, Excel and Word.
• Ability to prioritise and manage a busy outlook mailbox effectively.
• Experience of working with confidential information.
• Experience of handling financial information.
• Knowledge of/experience in a Higher Education setting.
• Experience in financial administration and using bespoke systems linked to finance tasks.
• High level of accuracy and attention to detail.
• Ability to act with diplomacy, discretion, and maintain confidentiality whilst having the ability to be open mind and non judgemental

Personal qualities and abilities

• initiative, leadership, ability to work on own or with others, communication skills
• Excellent interpersonal, written, and verbal communication skills.
• Able to work in a sensitive and empathetic manner.
• Customer focussed, with a confident, friendly, and helpful manner and to be sensitive to a multicultural environment.
• Clear understanding of appropriate boundaries, and when to signpost/escalate concerns.
• Excellent organisational skills.
• Work effectively and reliably both independently and in a team.
• Ability to use own initiative but have an awareness of when to ask for help.
• Reliability and punctuality.