Please note that this vacancy is only open to current employees within the College of Social Sciences, or current employees who are eligible under the  University’s Redeployment Policy

Job Purpose

To provide high level executive and operational administrative support and undertake general and specific duties to progress the operational activities of the School’s Academic Support Office.

Main Duties and Responsibilities

1.  As part of a team, provide efficient and effective high level administrative support to a RTG Groups, including RTG Leaders.  Deal with correspondence, preparing documents and presentations, arranging meetings, managing information and files as requested, minuting RTG meetings and ensuring actions are followed up. Provide cover for other RTG leaders and groups as required.

2.  To provide general administrative support for projects for one or more RTGs on an ad hoc basis, including assisting with the preparation of reports to funders.

3.  Work within the RTG Academic Support Team to provide efficient and effective high level administrative support to the REF Publications lead and the REF Impact Champion including collating impact case studies and dealing with highly confidential and sensitive information related to internal REF review.

4.  To deal with organisational arrangements for School and School-affiliated seminars and conferences, public engagement programmes, social events and away days including liaison with academic staff, CVSO, bookings, liaison with presenters, room bookings and hospitality services. Project a professional image in all dealings with external agencies at all times.

5.  To provide high level administrative support where required to live research and commercial projects. This may include organising conferences, CPD and in-service days (room booking, catering, marketing, travel and accommodation). Also create, develop and maintain web pages ensuring content is relevant and up to date.

6.  As part of a team, support in-house and outward facing communications including social media (website updates, news items, liaising with School Communications & Engagement Officer). Disseminate information to School of Education staff.

7.  Provide cover and/or additional support for the PA to the Head of School’s Office as and when required. May include providing executive support to the Head of School and Head of Professional Services, such as organising meetings, assisting with the organisation of interview panels, etc.

8.  Provide cover for colleagues during periods of absence, or assist with peaks in workload in other areas.

9.  Manage conference support applications for academic members of staff in specific RTG Groups. Support application process, working with RTG Leader on application outcomes. Monitor expenditure on the RTG conference support budget, advising RTG Leader of overspends or underspends as necessary.

10.  Use University business systems, including MyCampus, CMIS and Agresso, to support effective record keeping, accounting and other business information.

11.  Responsible for managing the distribution of incoming mail and correspondence. Placing   stationery orders with the School’s Purchasing Hub as and when required.

12.  To undertake other duties as requested by the RTG Academic Support Team Leader or Head of Professional Service (HoPS).

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential

A1 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 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 Excellent IT skills including a working knowledge of Microsoft Office packages (including Word, Excel, Outlook). A3 Awareness of GDPR.

Desirable

B1 A good knowledge of University and School policies, regulations, guidelines and standard operating procedures relevant to the role.

B2 Knowledge of good practice in records management.

B3 Knowledge of T4 web Content Management System and using social media.

B4 Good knowledge of various University systems, including Central Room Bookings.

Skills

Essential

C1 Proven excellent administrative skills.

C2 Excellent verbal and written communication skills (including accurate grammar, spelling and punctuation), with attention to detail.

C3 Excellent interpersonal skills, including diplomacy and discretion, and the ability to liaise with staff and external individuals at all levels and work within small teams.

C4 Ability to handle diverse and complex tasks within tight schedules while providing a positive and responsive service.

C5 Ability to work under pressure and prioritise a busy workload responding to changing priorities as appropriate.

C6 Ability to use own initiative and be pro-active in planning ahead.

C7 Ability to work under minimal supervision as well as working as part of an extended team.

C8 Deal with confidential matters with tact and discretion.

C9 Flexibility and willingness to adapt to changing environment.

C10 Proven analytical, problem solving skills.

C11 Excellent attention to detail (e.g. accuracy and precision in data entry).

C12 Excellent organisational skills, time management and project management skills, including the ability to work effectively on multiple projects simultaneously.

C13 Ability to review and improve administrative procedures.

Experience

Essential

E1 Significant relevant work experience with evidence of personal development in a similar role as part of a team in a busy office.

E2 Experience of clerking committees and working groups, minute-taking, creation of action logs.

E3 Experience of working under pressure to tight deadlines.

E4 Experience of using IT packages to produce documentation to a professional standard.

E5 Experience of database input, maintenance and process input and spreadsheet manipulation.

E6 Experience of working as part of a team.

E7 Experience of event management.

E8 Experience of finance processes and tracking spending on small budgets.

Terms and Conditions

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

This post is part time (31.5 hours per week) and is fixed term until 2 June 2026.

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

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:  24 September 2025