Job Purpose

To provide comprehensive, high level administrative support for the efficient and effective administration of the School of Biodiversity, One Health and Veterinary Medicine undergraduate programmes.

This post will encompass administrative support for the continual development and delivery of the BVMS curriculum in the School including examinations and course administration, thus promoting continuous improvement in administrative processes that are key to the quality of that experience for all undergraduate students on the School programmes and meets the requirements of our accrediting bodies.

Main Duties and Responsibilities

1. To contribute to the ongoing development and assessment of, and implement new administrative systems required for the BVMS undergraduate programme in conjunction with the Phase Director(s), course leaders and module coordinators.

2. To be the first point of contact for all queries in relation to the BVMS programme, resolving issues on behalf of the Undergraduate School Manager, Phase Director(s) and Course leaders etc.

3. To be responsible for all pre-course administration including: preparing programme and course information documents; establishing and maintaining course Moodle and Mahara pages; preparation of timetables, (including room bookings) and MyCampus class scheduling.

4. Manage all on-course administration including; monitoring student attendance and follow up non-attendees (ensuring appropriate medical and other evidence is obtained for Board of Examiners), preparation of electronic and printed teaching material, manage arrangements for coursework/essays and distribute/collate course evaluation questionnaires.

5. Organise and clerk the Programme Board meetings, the scheduling and clerking of student focus groups plus course team meetings ensuring progression of appropriate follow- up actions.

6. Manage the assessment process of assigned courses, including formative and summative assessments (1st and 2nd diet). Compile and check accuracy of examination papers in liaison with academic staff, ensuring all submission deadlines are met.

7. Liaise with external examiners, including arrangements for review of draft papers, co- ordination and organisation of visits and preparation of selected examination scripts and assessed materials to be made available to the external examiners, co-ordinate all exam marks and publish them on MyCampus

8. Clerk Board of Examiners meetings and provide all relevant documentation to aid decision making.

9. Maintain detailed literature on all aspects of Quality Assurance including the production of student questionnaires and collate summary statistics as feedback for course lecturers. Ensure that Quality Assurance Good Practice policy is adhered to as required for Academic Audit.

10.  Responsibility for producing and analysing data reports from course evaluation questionnaires and providing data for School Annual Monitoring Summary.

11.  Responsible for the administration of all the BVMS lectures and editing as required on the Echo 360 lecture capture system.

12.  To undertake other administrative duties assigned by the Undergraduate School Manager in relation to the smooth running of the Undergraduate School and tasks assigned by the Programme Director and Phase Director(s).

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.

A2. Excellent IT knowledge and skills, including Microsoft Office packages, especially advanced excel skills.

Desirable

B1. Scottish Credit and Qualification Framework level 9 (Ordinary Degree, Scottish Vocational Qualification level 4) or equivalent.

B2. A wide knowledge of the University’s management systems, e.g. MyCampus, CMIS, Moodle, EvaSys, etc

B3. Knowledge and understanding of Virtual Learning Environments (VLE) (e.g. Moodle & Mahara).

B4. Knowledge of the BVMS curriculum & professional body (RCVS, EAEVE, AVMA) requirements.

Skills

Essential

C1. Excellent administrative skills.

C2. Excellent interpersonal skills (written and verbal) - to communicate positively and pleasantly with others using telephone, written word or in person.

C3. Organisational and time management skills – ability to manage and prioritise a busy workload, responding to changing pressures as appropriate, acting calmly and methodically within a pressurised environment, meeting tight deadlines while providing a positive and responsive service.

C4. Proven analytical, problem solving, and client needs interpretation skills.

C5. Flexibility and willingness to adapt to changes.

C6. Tact, diplomacy, discretion and confidentiality.

C7. Able to work with minimum supervision and as part of an extended team.

C8. Able to work proactively, multi-task and to use initiative.

C9. Excellent attention to detail.

C10. Commitment to continuous personal improvement.

Desirable

D1. Demonstrable skills in using appropriate databases, e.g. Sharepoint etc

D2. Ability to supervise staff, where appropriate

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 in a similar role.

E2. Comprehensive knowledge of administrative and organisational systems.

Desirable

F1. Experience of working in a higher or further education environment and working with students.

Terms and Conditions

Salary will be Grade 5, £26,338 - £30,805 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 Thursday 10th July 2025