Administrative Assistant

Job detailsPosted 30 October 2025 Salary Grade 5, £27,319 - £31,236 per annum End date 10 December 2025 LocationGlasgow Job Type Management Professional & Administrative Reference185437 Expiry 10 December 2025 at 23:45Job DescriptionJob Purpose To be part of the Graduate School administrative team delivering effective and efficient administrative support to postgraduate research students (PGR), and academic and administrative staff. To provide administrative support for the management of the College’s PGR related activities and provide a first class service to our prospective and current PGR students. You will provide an efficient, friendly, and professional service that enhances both the operation of the Graduate School and service that stakeholders receiveMain Duties And Responsibilities Work as a team to help develop and update the Graduate School’s webpages, including liaising with colleagues for content and continually ensuring the website effectively communicates key information for relevant audiences. Data management, - ensuring data is recorded, monitored, and processed appropriately and that internal and external requirements are met. Responsible for providing data to other departments or to outside agencies as required. This will include keeping records up to date by collating and comparing data and will involve maintenance of unregistered students and leave of absence periods. Engage in the continuous monitoring and enhancement of service across a range of activities including student training requirements, by reporting on areas of good practice, areas of concern, 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 colleagues on an ongoing basis. Work closely with senior colleagues to ensure student training activities are developed. This will include responsibility for maintaining an online training portal, online training events and oversight of Zoom and/or classroom sessions for the supervisor community. This will involve working with colleagues including PGR students and staff in supporting the development of new online platforms to deliver training throughout the student and supervisor journey. Provide assistance as required in the administration of theses to ensure that colleagues - including students, examination committees and supervisors - are advised on the process for submission and examination of a thesis and the paperwork is processed appropriately. Manage the resolution or escalation of a range of enquiries and requests raised by students through several routes. Apply knowledge of relevant processes and supporting information to effectively progress support calls within the team. Assist with the maintenance of the PGR Student Hub webpages and Graduate Skills Pathway training programme, to promote all relevant information, including policies and procedures to staff and students. Work reflectively with a view to improving processes and enhancing the overall operation of the Graduate School and the services it provides. Responsible for preparing agendas and associated papers for Graduate School committees, ensuring actions are followed up, clerk meetings and record concise minutes. Assist with ad hoc projects and other relevant duties as required by the needs for the serviceKnowledge/Qualifications Knowledge, Qualifications, Skills & ExperienceEssential 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.EssentialSkills 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 and financial competencyC4 Analytical and problem solving capability.C5 High level of proficiency in IT including the use and manipulation of: relational databases; student information systems (for registration and financial aid such as MyCampus); 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 detailDesirableD1 Experience of using MyCampus or similar student systems.D2 Experience of using financial packages such as Agresso.D3 Experience of using reporting tool such as QlikView.D4 Experience of creation and management of website using Terminal Four (T4).Experience Essential E1 Experience of working in a busy administrative environment, dealing with a wide range of colleagues and different departments with conflicting prioritiesE2 Experience of service delivery and building customer relationships.E3 Experience of PGR administrationDesirable F1 Experience of working in a Higher Education environmentF2 Experience in working with research council funders and multiple external bodiesF3 Servicing formal committees including accurate minute-taking, timely collation and distribution of papers, and follow-through on actions.Terms and ConditionsSalary will be Grade 5, £27,319 - £31,236 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 Wednesday 10th December 2025We anticipate that interviews for this position will be held in January 2026