Job Purpose

Working with a high degree of autonomy, the post holder will support the administrative management of a range of academic research studies under the rheumatoid arthritis, psoriatic arthritis and inflammatory arthritis portfolio of clinical trials.

The Administrative Assistant will work closely with the Senior Project Manager and Principal Investigators to provide comprehensive administrative and operational support across a portfolio of rheumatology clinical research studies. This role involves assisting with the coordination of day-to-day study operations, maintaining documentation, scheduling meetings, supporting regulatory and ethics submissions, and facilitating communication among study teams to ensure efficient and compliant project execution.

Main Duties and Responsibilities

1. Facilitate and co-ordinate meetings ensuring all necessary pre-meeting arrangements are in place, for example, booking of appropriate room; preparation and distribution of agenda and associated papers; post-meeting actions; preparation and circulation of minutes, etc.

2. Maintain the rheumatology projects file sharing environment, ensuring that all relevant documents are uploaded, information is updated, and access rights are provided to appropriate individuals.

3. Establish and maintain rheumatology trials team governance documentation including CVs, Good Clinical Practice certification, Research Passports, Letters of Access and Honorary Contracts of trials staff.

4. Assist with staff regarding research passports application process.

5. Liaise and work with study sites to ascertain their equipment and consumables requirements, to help keep study sites supplied with sufficient resources throughout to enable continuance of study activities.

6. Monitor the trials team stock-control system ordering sufficient levels of supplies to ensure study sites are well stocked.

7. Facilitate and liaise as primary point of contact between the Rheumatology Trials Group and NHS clinical team including physicians, research nurses and rheumatology nurse specialists to create awareness of current studies, to disseminate recruitment summaries and eligibility criteria, in order to positively impact recruitment and retention rates for assigned projects.

8. Maintain the procurement process for all purchasing, raise/review purchase order requisitions, placing orders with suppliers in line with the University policy, receiving goods, and goods-receipting purchase orders as appropriate.

9. Provide administrative support as requested to the Rheumatology Trials Team with regard to ongoing clinical studies and trials.

13. Maintain and set up office systems where required, suggesting improvements and contribute to continued development as the need arises. These key tasks are not intended to be exhaustive but simply highlight a number of major tasks, which the staff member may be reasonably expected to perform.

Please note that your application you must address and demonstrate how you meet EACH of the essential/desirable criteria.  If any of the essential criteria is not addressed, your application will not be shortlisted for interview.

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 SCQF Level 7 (Advanced Higher/SVQ level 3, HNC) or equivalent, and experience of personal development in a similar role.

A2 Comprehensive and up to date knowledge of Microsoft Office suite and the internet.

A3 Strong administrative background and experience with a high level of organisational, time management skills, problem solving and the ability to prioritise workload. A4 Knowledge of electronic diary management.

Desirable:

B1 A working knowledge of University of Glasgow policies and procedures relevant to the role.

B2 An understanding of the ethical and governance issues surrounding the operation of clinical trials and studies.

B3 Knowledge of / familiarity with the T4 web publishing system.

Skills

Essential:

C1 Excellent interpersonal, organisational and administrative skills.

C2 Highly effective use of MS Office suite (Word, Excel, PowerPoint, Outlook), and the internet along with the capacity to learn new IT software, both in relation to University systems and other packages relevant to the demands of the post.

C3 Excellent written and oral communication skills.

C4 Skilled at producing work demonstrating high quality, accuracy and attention to detail.

C5 Ability to work independently and / or as part of a team.

C6 Skilled in using initiative and adopting a flexible and proactive approach to meet agreed goals and priorities.

C7 Excellent time management skills with the ability to manage your own time, plan a schedule of work to a clear deadline and prioritise tasks appropriately.

C8 Ability to collect and disseminate information effectively, using a variety of media.

C9 Demonstrate resilience, ability to adapt and cope with unexpected changes in workload.

Experience

Essential:

E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post through working in a similar role.

E2 Experience of taking committee minutes and preparing papers.

E3. Experience of Agresso or other similar finance systems.

E4. Experience of procurement including liaising with suppliers/ordering/requesting quotations.

E5. Experience of meeting and event organisation.

E6. Experience of arranging and booking UK and international travel and accommodation.

E7. Experience of contributing to the work of multiple projects running simultaneously and the ability to manage conflicting priorities.

E8. Experience of liaising /working collaboratively with multiple stakeholders (for example from the NHS, academia, and industry).

E9. Good track record of effective team working and providing support to colleagues.

Desirable:

F1 Experience of University systems (e.g., Agresso front and back office).

F2 Experience of supporting PIs and PM teams with project finance.

F3 Experience of working in a Higher Education or NHS environment.

F4. Experience of using web publishing system, preferably T4.

Terms and Conditions

Salary will be Grade 5, £26,338 - £30,805 per annum.

This post is full time, and Open ended with funding available up until 31st July 2026 in the first instance.

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 10th July 2025