Job Purpose

To provide an effective and proactive range of administrative support within the School of Infection and Immunity.  Postholder will provide general administrative support to the Head of Professional Services (HoPS) and Deputy HoPS by working in a multidisciplinary team to support all School administrative functions including clerking meetings, event organisation, PGR support, communications and dealing with routine enquiries.

Main Duties and Responsibilities

1.      Working as part of a multifunctional team, assist in the provision of administration support for the day to day general administrative tasks in support of academics, eg monitoring of enquiries inbox, room bookings, processing expenses, travel and accommodation arrangements, placing order requests, maintain building email distribution list.

2.      Maintain consistent and professional internal communications across the School, including contributing to the Sway newsletter, updating SharePoint and the website, scheduling email circulars, managing TV screen content, and promoting events.

3.      To act as clerk for various School meetings, including Athena Swan, Health and Safety, Centre for Immunology meetings and any other ad hoc meetings, ensuring timely organisation and circulation of invites and paperwork.  Preparation of accurate minutes and ensuring that any follow up actions arising from such meetings are dealt with.

4.      Be responsible for effective administrative support of PGR activities such as overseeing applications, updating decisions on MyCampus, managing viva arrangements, financial aid administration, participating in PGR meetings and ensuring all local records and trackers are maintained.

5.      Manage and effectively co-ordinate the Annual Progress Review process for PGR students, and ensure that the database is accurate, and completed within timeframes.

6.      To assist with the teaching support required from senior academics within the School. Being proactive in liaising with academics on the assistance required and providing an efficient and fully supported administrative resource.

7.      Providing administrative support with HR activities within the School such as affiliate appointments, organising appointment panels, progressing manager requests as instructed.

8.      Be responsible for managing and organising School events, such as Away Days, Open Days, PGR poster days and any other relevant events, overseeing arrangements such as room bookings, catering and attendance to ensure events run smoothly.

9.      Co-ordinate the planning, promotion, and delivery of the School seminar series, including supporting arrangements for international guest speakers.

10.   To undertake any other relevant professional services support as requested by the HoPS or Deputy HoPS.

Please ensure that you address each criteria below individually in your cover letter, point-by-point. Applications that do not address all essential criteria will be unable to be considered 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 Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.

A2 Up to date knowledge of Microsoft Office packages. including Word, Excel, PowerPoint and Outlook.

Desirable

B1 Working knowledge of University IT systems eg MyCampus, Ivanti

B2.Working knowledge of Microsoft Sway

B3 Working knowledge of financial administration/procedures and of Agresso or similar Finance system.

B4 Knowledge of University structure, policies, and procedures.

Skills

Essential

C1 Proven excellent administrative and clerical skills demonstrating accuracy and attention to detail.

C2 Excellent planning, organisation, and time management skills, with a proven ability to manage multiple priorities, meet deadlines, and deliver high quality support in a dynamic environment.

C3 Excellent customer service and communication skills with the ability to liaise and communicate professionally with a wide range of people and deal with issues using tact, diplomacy and discretion

C4 Ability to use initiative and exercise judgement to resolve issues independently, consulting with senior colleagues as appropriate.

C5 Ability to work proactively and flexibly, adapting to changing priorities or requirements.

C6 Self-motivation and proven ability to work independently as well as part of an extended team.

C7 Excellent IT skills.

C8 Flexibility to cope with and adapt to change.

Desirable

D1 Willingness to develop new skills and knowledge when required.

Experience

Essential

E1 Relevant experience of providing general administrative support in a busy office environment with competing demands.

E2 Extensive and up-to-date experience in delivering high quality customer service in a fast paced, customer-focused environment (e.g. reception, welcome/information point, or front of house), including undertaking administrative responsibilities.

E3 Proven ability to communicate effectively with colleagues at all levels, including across departments and organisational boundaries.

E4 Experience of planning, organising and setting priorities, applying initiative and independent judgement to achieve objectives.

E5 Proven experience of problem solving and decision making, involving independent analysis and judgement.

Desirable

F1 Experience of providing support to scientists or academics

F2 Experience in engaging with and supporting students in an academic or professional setting.

F3 Experience of working in higher education setting.

For further enquiries on this post may be directed to Dawn Mylet, Deputy Head of Professional Services via email dawn.mylet@glasgow.ac.uk

Terms and Conditions

Salary will be Grade 4, £24,685 - £26,707 per annum.

This post is full time and open ended.

For further enquiries on this post may be directed to Dawn Mylet, Deputy Head of Professional Services via email dawn.mylet@glasgow.ac.uk

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 20th November 2025