Administrative Assistant

University of Glasgow; Glasgow; Hybrid; GBP 28,000 - 31,000; Full time

Benefits offered by this job

41 days annual leave

Pension

Benefits and discounts

Sport membership (6 months)

Flexible working

Health and wellbeing support

Job summary

University of Glasgow is seeking a proactive, flexible secretary/administrator to deliver comprehensive secretarial support and manage the department’s purchasing. The role involves governance administration, diary management, travel arrangements, and responsive frontline support in a fast-paced environment.

You will clerk boards, coordinate events, organize international travel, and maintain the department website.

Qualifications

• 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.
• A2 SCQF Level 7 or equivalent, and experience of personal development in a similar role.
• Desirable: Up to date knowledge of University policies and procedures, legislation, departmental best practice.
• Desirable: Experience of providing PA support to a senior stakeholder.
• E1 Experience of minute taking and excellent writing skills, to capture main points concisely.

Responsibilities

• Provide comprehensive administrative support for taught degree programmes with minimal supervision.
• Clerk governance boards, committees, and meetings, including agenda prep and minute-taking.
• Coordinate internal and external meetings, workshops, and events with logistics.
• Organise domestic and international travel, accommodation, visas, and insurances with itineraries.
• Act as a key contact for staff and student enquiries, resolving issues or escalating as needed.
• Undertake other duties including acting as School Fire Officer and First Aider; manage asset register and space audits.
• Process routine financial transactions including purchase orders and journal transfers.
• Maintain School Website (T4) and ensure AV/IT equipment functioning and report repairs.
• Deliver high-quality service and support continuous process improvements.
• Proactively manage complex diaries and optimise time management.

Skills

Written and verbal communication

Organisational skills

Initiative and decision making

Attention to detail

Numeracy and spreadsheets

Excel and data security

Teamwork

Education

SCQF Level 7 or equivalent

Experience in a similar role

Tools

Microsoft Office 2016

Job description

Please note thisvacancy is open to current University of Glasgow employees only.

Job Purpose

The postholder will deliver a proactive, efficient and flexible range of secretarial support and administrative activities. This will include significant forward planning, interacting with key internal and external contacts acting as the professional representative and proactively and independently managing work in a fast-paced environment. The postholder will also be responsible for all departmental purchasing.

Main Duties and Responsibilities

1. Provide comprehensive administrative support for taught degree programmes with minimal supervision, liaising with internal academic staff, external contributors, and external examiners to ensure smooth operational delivery.
2. Clerk key governance boards, committees, and meetings, taking responsibility for the end-to-end administration including agenda preparation, paper distribution, accurate minute-taking, and tracking action plans.
3. Coordinate and facilitate internal and external meetings, workshops, and departmental events, overseeing all associated logistics, venue requirements, and hospitality.
4. Organise domestic and international travel, accommodation, visas, and relevant insurances, producing comprehensive itineraries in compliance with institutional financial regulations and travel policies.
5. Act as a key point of contact for staff and student enquiries, providing high-quality advice and guidance, using judgement to resolve complex issues independently, or escalating where appropriate.
6. Undertake other reasonable duties as required by the team. Including acting as School Fire Officer and First Aider. Managing school asset Register and annual space audit.
7. Process routine financial transactions, including raising purchase orders, journal transfers, and assist with basic budget monitoring in line with financial guidelines.
8. Manage School Website ensuring it is up to date using T4. Be proactive in ensuring all AV/IT and other equipment is functioning and reporting repairs required to these and the fabric of the building.
9. Deliver high-quality service to internal and external stakeholders, contributing to continuous process improvement and providing flexible cover across the team during peak operational periods.
10. Proactively manage complex diaries using discretion, judgement, and an understanding of organisational priorities to optimise time management and resolve conflicting demands independently.

Knowledge, Qualifications, Skills and Experience

Knowledge & Qualifications

Essential:

• 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.
• A2 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.

OR

Desirable:

• B1 Up to date knowledge of University policies and procedures, legislation, departmental best custom and practice.
• B2 Experience of providing PA support to a senior stakeholder is desirable.

Skills

Essential:

• C2 Good written, verbal communication and people skills (ie discretion, assertiveness and ability to handle difficult situations)
• C3 Excellent and demonstrable organisational and prioritisation skills.
• C4 High level of initiative and decision making to resolve issues and determine when to involve senior level management
• C5 Accuracy and attention to detail
• C6 Numeracy and the experience of working with spreadsheets and financial reports.
• C7 Excellent IT skills with a good working knowledge of Excel and data security.
• C8 The ability to work in a small team and to interact as team member in the broader Nursing School.

Desirable:

• D1 Knowledge of Microsoft Office 2016 programs/applications including Word, Excel,PowerPoint, Outlook and OneDrive is essential. Knowledge of other University softwarepackages [Agresso, Oracle-based platforms etc.]

Experience

Essential:

• E1Experience of minute taking and excellent writing skills, to include the ability to grasp the main points of a meeting and capture these concisely in a note.

Terms and Conditions

Salary will be Grade 5, £28,031 - £31,236 per annum.

This post is full time (35 Hours Per Week) and open ended.

This role is not eligible for sponsorship under the UK Skilled Worker visa route. Candidates must therefore have an existing right to work in the UK or be able to secure this independently prior to commencing employment. For further information on alternative immigration options, please visit University of Glasgow’s UKVI Website.

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

• A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.
• An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension, benefits and discount packages.
• A flexible approach to working.
• A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University.

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 here.

We endorse the principles of Athena Swanand 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.

Informal enquiries should be directed to Ms Michelle Robb,[e-mail]

Closing Date: 28th October 2026 at 23:45.