Administrative Assistant

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

Benefits offered by this job

41 days of annual leave

Pension

Health and wellbeing benefits

Job summary

The University of Glasgow is seeking an experienced administrative postholder to deliver flexible and proactive support in a fast-paced environment. You will handle diary management, meetings, events, and day-to-day admin for academics and staff, while ensuring inquiries are answered efficiently.

The role is full-time, 35 hours per week, fixed-term for up to 12 months, and open to current University of Glasgow employees only. Salary is Grade 5 (£28,031 - £31,236 per annum).

Qualifications

• Essential: Demonstrate competencies with relevant knowledge and skills OR SCQF Level 7 or equivalent.
• Essential: Proficient IT skills including Teams, Outlook, Word and Excel.

Responsibilities

• Provide administrative support for academics, students and staff.
• Support Directors and HoPS with school strategies and deadlines.
• Clerking meetings and taking concise minutes with actions.
• Organise calendar and diary management for senior staff.
• Coordinate school events, conferences and workshops.
• Manage school enquiries inbox and provide timely responses.
• Support ad-hoc projects and provide professional service to staff and students.
• Arrange catering, meetings and room bookings for academic meetings.
• Assist Deputy HoPS with general finance duties (budget downloads).
• Contribute to international profile and strategic plan.
• Propose service improvements and implement new processes.

Skills

Organisational skills

Communication skills

Interpersonal skills

Customer service

Relationship building

Teamwork

Adaptability

Attention to detail

Advice and guidance

Initiative

Work under pressure

Forward planning

Education

SCQF Level 7 qualification or equivalent

Tools

Microsoft Office (Teams, Outlook, Word, Excel)

Job description

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

Job Purpose

The postholder will be responsible for delivering flexible and forward-thinking support in a fast-paced environment. This includes significant forward planning, handling key internal and external contacts, acting as a professional representative, and independently managing tasks. Working proactively and as part of a team, the postholder will ensure that all enquiries are dealt with efficiently and effectively.

Main Duties and Responsibilities

• 1. Work as part of a multifunctional team providing comprehensive administrative support for day-to-day administrative tasks in support of academics, students and other staff members.
• 2. Supporting Thematic Theme Directors, Head of School and Head of Professional Services with administrative support in relation to School strategies, to ensure all deadlines are met and that the school has a cohesive approach to how to achieve its targets.
• 3. Manage the completion of specific tasks undertaken on behalf of thematic theme directors by other members of the administration team.
• 4. Responsible for the collation and communication of the school activities calendar.
• 5. Supporting Thematic Theme Directors, Senior Academics and the Head of Professional services (HoPS) with diary management, meeting organisation and general administrative tasks as required.
• 6. To act as clerk for various School meetings, ensuring that accurate minutes are kept and any follow up actions arising from such meetings are dealt with.
• 7. Support the organisation of School ad-hoc events such as away days, conferences, workshops, and any other events as required.
• 8. As part of the team oversee the school enquires inbox and proactively respond to enquiries in a timely manner, ensuring accurate information is provided and referring any non-standard enquiries to the appropriate channel.
• 9. Assist with ad-hoc projects in support of thematic theme directors throughout the year.
• 10. As part of the team act as first point of contact within the administrative office, dealing with School staff and students, providing an effective professional service.
• 11. As part of the team oversee the organisation of any catering needs, arranging meetings and room bookings for key academic meetings that take place within the school.
• 12. On occasion support the Deputy Head of Professional Services (DHoPS) with general finance duties, such as downloading budget documents from Agresso.
• 13. To contribute to the enhancement of the University’s international profile in line with the University’s strategic plan.
• 14. Contribute to a culture of continuous improvement by suggesting service improvements and implementing new processes to enhance quality of service.
• 15. Any other duties that fall within the remit of this post as allocated by the line manager.

Knowledge, Qualifications, Skills, and 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 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.
• A2 Strong IT knowledge and skills, in particular Teams, Outlook, Word and Excel.

Desirable:

• B1 Knowledge of and understanding of university policies, processes, and systems.

Skills

Essential:

• C1 Excellent organisational and time management skills and an ability to manage a busy workload in a timely manner and to an excellent standard.
• C2 Excellent written and oral communication skills.
• C3 Excellent interpersonal skills (in person, by telephone, via videocall or in written form).
• C4 Strong customer skills that use tact, diplomacy, discretion, and confidentiality where appropriate.
• C5 Ability to cultivate, build and maintain excellent relationships, influencing colleagues where required.
• C6 Ability to work flexibly and as part of a team, working with others to share workload and complete tasks.
• C7 Ability to adapt and accept change.
• C8 Excellent attention to detail, ensuring accuracy in all actions and data processing.
• C9 Ability to provide accurate and up to date advice and guidance on processes and ensuring senior colleagues take appropriate action.
• C10 Use of initiative and ability to work with minimal supervision.
• C11 Ability to work well under pressure and to tight deadlines.
• C12 Ability to coordinate a range of activities and to forward plan over a period of up to 12-16 weeks.

Experience

Essential:

• E1 Relevant administrative experience gained through relevant work experience in a busy office environment.
• E2 Experience of managing administrative processes, including the collation, and monitoring of a range of data.
• E3 Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation, using initiative and judgement to proactively resolve issues.
• E4 Experience of clerking meetings and recording concise minutes and actions.
• E5 Experience of organising events such as conferences, workshops and large-scale meetings.

Desirable:

• F1 Experience of working within a Higher Education environment.
• F2 Experience of providing administrative support to senior academics.

Terms and Conditions

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

This post is full time (35 hours per week) and fixed term for up to 12 months.

Please Note: The University would consider a secondment opportunity for this post. Applicants should seek clearance for release for secondment from their line manager before making a formal application.

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, 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.

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

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 Mrs Nikki White,[e-mail] and Ms Bohan Yang,[e-mail]

Closing Date: 9th November 2026 at 23:45.