PGR Administrator

University of Glasgow; Glasgow; On-site; GBP 27,000 - 32,000; Full time

Job summary

A leading academic institution in Glasgow seeks a skilled individual to provide high-level administrative support for Postgraduate Research students. You will oversee PGR applications, support new students, manage immigration compliance, and handle financial records for PGR-related projects. The ideal candidate will possess strong communication skills, proficient use of software like Microsoft Office, and a commitment to providing exceptional service. This full-time position offers a competitive salary and benefits including generous leave and a supportive work environment.

Benefits

41 days of leave

Flexible working

Health and wellbeing support

Pension package

Qualifications

• Ability to demonstrate competencies required for this post with relevant knowledge and experience.
• Detailed knowledge of interpreting policies and regulations.
• Experience in personal development in a similar role.

Responsibilities

• Provide end-to-end support for PGR applications and monitor their progress.
• Advise new PGR students on various issues and school processes.
• Manage immigration compliance and liaise with central teams.

Skills

Planning and organisation

Interpersonal and communication skills

Financial acumen

Attention to detail

Problem-solving skills

IT skills

Education

Scottish Credit and Qualification Framework Level 7

Tools

Microsoft Office (Excel, Teams)

MyCampus

Job description

Job details

Posted 27 October 2025
Salary Grade 5: £27,319 - £31,236 per annum
End date 03 December 2025
Location: Glasgow
Job Type: Management Professional & Administrative
Reference: 185494
Expiry: 03 December 2025 at 23:45

Job Purpose

To provide high level administrative support to the School of Chemistry, with sole responsibility for managing the processes and procedures relating to Postgraduate Research (PGR) students. Ensuring an excellent service and experience for PGR students, PGR applicants and staff and ensuring the overall smooth running for the School. Working with the College Graduate School to ensure alignment of processes with other Schools where beneficial and to contribute to enhancements for PGR students across the College.

Main Duties And Responsibilities

• Responsible for effective end to end administrative support of PGR applications by overseeing the PGR application system monitoring the progress of applications and returning decisions including Visiting PGR students from other institutions. Liaising with the College Graduate School and External Relations to suggest and implement improvements to the application system.
• Ensure proactive support for new PGR students to the School, giving advice to students and supervisors on a variety of issues as well as School processes and procedures managing cases sensitively and confidentially to resolution.
• Monitor the Immigration Compliance dashboard and liaise with the university’s central Immigration Compliance team if necessary in connection with any issues relating to visa regulations and compliance procedures.
• Manage and coordinate effectively the annual progression process for PGR students, ensuring that the local on-line database is accurate within timescales required to update accordingly in MyCampus.
• Manage the appointment process of Graduate Training Assistants (GTAs) (approximately 100 per annum) and monitor the submission of hours worked ensuring Tier 4 limits are adhered to and claims are in line with timetabled hours.
• Assist with the organisation of oral examinations for PGR students. Ensuring correct forms are submitted on time, liaising with Examination Committee Convenor, arranging venue and catering if required.
• Processing applications and advising on the terms of travel awards for PGR students, ranking applications received for approval by the School Management Committee.
• Manage and disburse stipend payments and tuition fees for School held projects through MyCampus. Maintain a record of the PGR funds held in the School (annual budget in the region of £750K) including checking and capturing monthly spend.
• Responsible for managing and organising events, such as School Induction and any other relevant PGR events.
• Provision of pastoral support to PGR students and ensuring that they are signposted to other support where required.
• Full administrative support to the Director of Chemistry Graduate School including providing advice and support. Provide data on funding and student numbers to School Research Committee and Graduate School.
• To undertake other administrative tasks as requested by the Head of School, the Director of Chemistry Graduate School, the Head of Professional Services and the Learning and Teaching Team Manager.
• To work with the College Graduate School and to support PGR administrators in other Schools/the College Graduate School when required.

Knowledge, Qualifications, Skills and Experience

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 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 Detailed knowledge and understanding of and ability to interpret and implement policies, processes, systems and regulations.
• A3 Detailed knowledge of Microsoft Office including Teams and Excel.

Desirable

• B1 Knowledge of University structure and systems.
• B2 Knowledge of MyCampus or other student record systems.
• B3 Knowledge of Agresso or other similar finance systems.
• B4 Knowledge of Moodle.

Skills

Essential

• C1 Excellent planning, organisation and negotiation skills.
• C2 Excellent interpersonal and communications and presentation skills and ability to use these when dealing with staff and students at all levels.
• C3 Strong financial acumen with the ability to use spreadsheets and financial systems to a high standard.
• C4 Able to deliver high levels of accuracy, attention to detail and professionalism at all times.
• C5 Ability to use tact, diplomacy and discretion and deal with students and staff.
• C6 Excellent analytical and problem solving skills.
• C7 Commitment to continuous improvement.
• C8 Ability to listen to and understand customer needs.
• C9 Extensive IT skills and the willingness to learn new IT software.

Experience

Essential

• E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression within the role/similar role.
• E2 Proven administrative experience in an office environment.
• E3 Experience and ability to understand and interpret service requirements.

Desirable

• F1 Relevant experience of a Higher or Further Education environment.
• F2 Experience of providing guidance/pastoral care.
• F3 Experience of working with University IT Systems.
• F4 Experience of working with international students.
• F5 Experience of monitoring financial budgets and expenditure, reconciling spend and identifying/resolving discrepancies.
• F6 Knowledge of University PGR procedures.

Terms and Conditions

Salary will be Grade 5, £27,319 - £31,236 per annum.

This post is full time (35 hours per week) and is fixed term for 2 years in the first instance.

Benefits

• 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: 3 December 2025