Administrative Assistant

University of Glasgow; Glasgow; On-site; GBP 26,000 - 31,000; Full time

Job summary

The University of Glasgow is seeking an Administrative Assistant to provide high-quality administration for the Graduate School. Responsibilities include managing data, supporting postgraduate students, and enhancing administrative services through teamwork. Ideal candidates will have strong organizational and communication skills, and experience in a busy admin environment. Join our welcoming team that values diversity and inclusion.

Benefits

41 days of leave

Flexible working approach

Healthcare support

Qualifications

• Experience in a busy administrative environment with conflicting priorities.
• Good understanding of administrative systems and processes.
• Ability to work independently and prioritize tasks effectively.

Responsibilities

• Manage Graduate School webpages and communication for stakeholders.
• Data and financial management to meet internal and external requirements.
• Provide guidance on thesis administration and support to stakeholders.

Skills

Organisational skills

Report writing

Analytical skills

Numeracy

Interpersonal skills

IT proficiency

Education

Scottish Credit and Qualification Framework level 7

Tools

SharePoint

Moodle

Job description

Join to apply for the Administrative Assistant role at University of Glasgow

Join to apply for the Administrative Assistant role at University of Glasgow

Job details

Posted 13 June 2025 Salary Grade 5 £26,338 - £30,805 per annum End date 30 June 2025 LocationGlasgow Job Type Management Professional & Administrative Reference175933 Expiry 30 June 2025 at 23:45

Job Description

Job Purpose

To provide high quality administration for the Graduate School’s administrative and support function and processes to postgraduate research students (PGR), and academic and administrative staff.

Main Duties & Responsibilities

• To proactively work with colleagues to maintain, and update the Graduate School’s webpages, including liaising with stakeholders for content and continually ensuring the website effectively communicates key information for relevant audiences.
• Data and financial management, responsible for ensuring data is recorded, monitored, and processed appropriately and that internal and external requirements are met. Responsible for preparing data to other departments/units or to external agencies as required (Joint Electronic System returns for Research Councils). This will include keeping both student and associated financial records up to date by collating and comparing datasets and will involve maintenance of unregistered students and leave of absence periods.
• To contribute and engage in the implementation of continuous monitoring and reviewing of service delivery across a range of activities (e.g., student training requirements, reporting on areas of good practice, areas for improvements, and student and staff feedback). This will include working on ways to enhance and maintain the management of student training records through annual review and liaison with key stakeholders on an ongoing basis.
• Work closely with senior colleagues to ensure training activities are continually developed. To be responsible for maintaining an online training portal and online training events as well as oversight of in the classroom sessions for the supervisor community. This will involve actively working with stakeholders including PGR students and staff in supporting the development of new online platforms to deliver training throughout the student and supervisor journey.
• Provide professional advice and guidance on the administration of theses to ensure that stakeholders, students, examination committees and supervisors fully understand the process for submission and examination of a thesis and the paperwork as required.
• Act as main point of contact to manage the resolution or escalation of a range of enquiries and requests raised by students through several routes, providing information on. relevant processes and supporting information to effectively progress support calls within the team. This will include acting as clerk for various committees including Higher Degrees.
• To maintain and regularly review the Postgraduate research student literature to promote and provide up to date information, including policies and procedures to staff and students.
• Contribute to improving processes and enhancing the overall operation of the Graduate School to ensure that the service continues to meet an efficient and effective administrative service. This will include the servicing of appropriate committees or meetings and provision of minutes of discussions.
• To undertake and assist with ad hoc projects and other relevant duties as required by the needs for the service.
  
  

Knowledge/Qualifications

Essential:

A1 Scottish Credit and Qualification Framework level 7(Advanced Higher / SVQ level 3, HNC) or equivalent.

A2 Knowledge of relevant administrative and support systems, process design and improvement, and monitoring.

A3 Good knowledge and understanding of relevant policies, legislation and regulations and their impact on the College and the University.

Desirable:

B1 Knowledge of national policies and initiatives that are impacting on the provision of research degree programmes and researcher careers in the UK.

B2 Understanding of sector-wide issues affecting the College of Medicine, Veterinary Medicine and Life Sciences and University.

Skills

Essential:

C1 Excellent organisational skills with ability to work independently and to prioritise own work using own initiative.

C2 Excellent report and minute writing skills.

C3 Good level of numeracy

C4 Analytical and problem-solving capability.

C5 High level of proficiency in IT including the use and manipulation of relational databases, student information systems, spreadsheets and other tools such as SharePoint and Moodle.

C6 Proven excellent interpersonal skills with high level of communication skills (oral, written and electronic).

C7 Attention to detail.

Desirable:

D1 Experience of using MyCampus or similar student systems.

D2 Experience of using financial packages such as Agresso or similar.

D3 Experience of using reporting tool such as Bi-Query or similar.

D4 Experience of maintaining website content of website using T4 or similar.

Experience

Essential:

E1 Experience of working in a busy administrative environment, dealing with a wide range of colleagues and different departments with conflicting priorities.

E2 Experience of service delivery and building customer relationships.

Desirable:

F1 Experience of working in a Higher Education environment.

F2 Experience in working with research council funders and multiple external bodies.

F3 Servicing formal committees including accurate minute-taking, timely collation and distribution of papers, and follow-through on actions

Terms and Conditions

Salary will be Grade 5, £26,338 - £30,805 per annum.

This post is full time and open ended.

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.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

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/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.

Closing date: 23:45 on Monday 30th June 2025

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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