Administrative Assistant

University of Glasgow; Glasgow; Hybrid; GBP 26,000 - 27,000; Full time

Benefits offered by this job

41 days leave

Pension scheme

Free sport membership (6 months)

Flexible working

Job summary

University of Glasgow is seeking an experienced administrator to support Professors Katikireddi and Craig and their teams, handling grant-related admin, diary management, notetaking, and liaison with staff, students and external partners.

The role is full-time, Grade 4, and offers development opportunities within the School of Health & Wellbeing.

Qualifications

• C1 Ability to undertake assigned tasks in a timely manner and to an acceptable standard.
• C2 Detailed knowledge of relevant systems, equipment, processes, and procedures including software package.
• C3 Initiative and judgement to plan or schedule workdays and weeks ahead; to respond to changing requirements and resolve problems independently.
• C4 Ability to communicate clearly, clarifying requirements, responding to colleagues and customers.

Responsibilities

• Deliver a range of professional administrative tasks in support of externally funded grant applications.
• Provide support to groups and committees including notetaking, minuting, and preparation of minutes.

Skills

Task management

Systems knowledge

Planning & prioritisation

Clear communication

Diary management

Education

SCQF level 5/6

Equivalent qualification

Job description

Job Purpose

To provide a range of administrative and support services to Prof. Peter Craig, Prof. Vittal Katikireddi, and their relevant teams, acting as a key support contact for colleagues, students, visitors, and external stakeholders.

Main Duties and Responsibilities

1. To deliver a range of effective professional administrative tasks in support of externally funded grant applications that are the responsibility of Professors Katikireddi and Craig.
2. Provide support to groups and committees including notetaking, minuting, and subsequent preparation of minutes as appropriate.
3. Act as first point of contact, responding to enquiries in a clear, professional, and timely manner.
4. Responsible for diary management, co-ordinating hybrid meetings (e.g., in-person and remotely).
5. Prepare documents, presentations and other materials using established formats and standard software packages.
6. To maintain plans and budget tacking and supporting documentation.
7. To prepare straightforward analysis, interpretation, and data manipulation.
8. To actively plan and priorities work activities, assigning as appropriate routine tasks to others, to ensure operational efficiency.
9. Collaborate with colleagues and participate in team/group meetings/seminars/workshops across the School of Health & Wellbeing.
10. Undertake any other reasonable duties as required by the team.
11. Engage in reasonable professional development activities as appropriate.

Knowledge, Qualifications, Skills & Experience

Knowledge, Qualifications

Essential

• A1 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.
• A2 Scottish Credit and Qualification Framework level 5 or 6 [National 5 or 6, Scottish Vocational Qualification level 2 or 3] or equivalent, and experience of personal development in a similar role.

Skills

Essential

• C1 Ability to undertake assigned tasks in a timely manner and to an acceptable standard.
• C2 Detailed knowledge of relevant systems, equipment, processes, and procedures including software package.
• C3 Initiative and judgement to plan or schedule workdays and weeks ahead; to respond to changing requirements and resolve problems independently.
• C4 Ability to communicate clearly, clarifying requirements, responding to colleagues and customers.

Experience

Essential

• E1 Experience of working in a busy office environment or undertaking a similar role.
• E2 Recent experience of providing administrative support to senior researchers and externally funded research projects.

Desirable

• F1 Experience in organising large meetings and workshops, including venue hire, travel/accommodation for delegates, catering, project budget management (e.g. monitoring budgets and arranging financial reimbursements) etc.
• F2 Experience in coordinating with a large number of external stakeholders, including academics, policymakers and practitioners.
• F3 Proactive approach to supporting academic staff, including identification and addressing conflicts in diary management, planning visits of external academics, and arranging meetings (including room booking and minute taking).

Terms and Conditions

Salary will be Grade 4, £25,804 - £27,319 per annum.

This post is full time and has funding available until 30th June 2030.

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:

• 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 - pension 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: 6 October 2026 @23:45