**Please note that this vacancy is open to current University of Glasgow employees only**

Job Purpose

We are seeking an experienced Administrative Assistant to join the School of Infection & Immunity at the MRC-University of Glasgow Centre for Virus Research (CVR) (http://www.cvr.ac.uk/).

This role will provide high-quality administrative support to all staff including research staff and postgraduate students within the CVR.  Additionally, the postholder will liaise with Facilities staff assigned to the Henry Wellcome Building Complex (HWBC) to ensure effective communication on administrative matters that impact Reception.

Main Duties and Responsibilities

1. Plan and organise own workload to deliver high-quality administrative support to all CVR staff and students.  Tasks include preparing reports, tables, forms, and presentations using Word, Excel, and PowerPoint; photocopying, laminating, binding; maintaining CVR listings and updating spreadsheets; booking taxis, organising travel and hotel accommodation, and other general duties.

2. Provide full administrative support to CVR researchers for the shipment of materials.  Ensure shipments are processed and booked online in a timely manner, offering clear advice and guidance on requirements for shipping various materials (e.g. non-infectious, dry ice and dangerous goods). Ensure correct, secure packaging, labelling and accurate documentation in line with the Transportation of Dangerous Goods using IATA Regulations.

3. Administer bookings for HWBC meeting rooms, including checking availability, handling AV/IT enquiries, ordering catering, ensuring stationery availability, and liaising with Facilities staff regarding specific requirements.

4. Regularly check meeting rooms to ensure they are tidy, catering is cleared, chairs are reset and table notices are in place for the next user.

5. Liaise with Facilities staff within HWBC to ensure effective communication on matters impacting Reception.  Support new Facilities staff by providing guidance on HWBC processes, such as Campus card activation.

6. Provide an effective front-of-house service to all visitors at HWBC reception when required, typically during periods when Facilities staff are unavailable.  Ensure visitors are welcomed courteously and efficiently, security policies are followed, visitors book and badges are managed, and Staff/Student Campus cards are activated via Salto.  Maintain a neat and professional Reception area.

7. Raise requisitions for goods and services using Agresso.

8. Maintain accurate project records, including interpreting data to prepare and reconcile costs.  Examples include tracking consumable costs against Project Codes for CVR Programme Leaders, reconciling DHL shipper costs and reviewing invoices.  Investigate and correct any anomalies.

9. Provide full administrative support for the annual Glasgow Virology Workshop, including maintaining the delegate database, responding to enquiries, resolving issues, processing fees, preparing badges and organising travel.  Offer similar support to other CVR-organised events.

10. Resolve issues where appropriate (e.g. maintenance or shipment problems) and escalate when necessary.

11. Maintain and update the Procedures Manual.

12. Undertake any other appropriate duties as identified by the CVR Business Manager and/or Line Manager.

This is not an exhaustive list but outlines several key tasks that the postholder may reasonably be expected to carry out.

Please note that as part of your application, you must address and demonstrate how you meet EACH of the essential and desirable criteria using the CVR’s template form.  Applicants that do not address every criterion will not be shortlisted for interview.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential

A1 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;

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.

Desirable

B1 Up-to-date knowledge of University procedures.

Skills

Essential

C1 Strong organisational and administrative skills including time management and the ability to multi-task.

C2 Proficient in Microsoft Office applications, including Word, Excel, Outlook and Powerpoint with the ability to create and manage documents and spreadsheets.

C3 Professional, courteous and efficient manner with the ability to communicate clearly and effectively both in-person and in writing.

C4 High level of accuracy and attention to detail.

C5 Ability to handle sensitive information with tact and discretion.

C6 Ability to use own initiative, to plan, organise and prioritise own workload responding to changing priorities as appropriate whilst maintaining a high standard of service.

C7 Ability to work under minimal supervision and with a pro-active and a flexible approach.

C8 Ability to work collaboratively with others and who understands the different needs and roles of work colleagues.

Desirable

D1 Commitment to continuous personal development.

Experience

Essential

E1 Demonstrable relevant work experience in a similar administrative role.

E2 Experience of providing relevant and effective support to colleagues and/or visitors.

E3 Experience in a role that requires attention to detail and an awareness of the importance of accuracy.

Desirable

F1 Experience of using Agresso.

F2 Experience of arranging shipments in line with the Transportation of Dangerous Goods using IATA Regulations.

Additional Details

Informal enquiries about this post may be directed to Fiona Graham, CVR HR Assistant (Fiona.Graham@glasgow.ac.uk).

Funding for this post is initially secured until 31 March 2027.

This is a part-time position (22¿ hours per week), with the working pattern split across 3 mornings (Monday to Wednesday) and 2 afternoons (Thursday and Friday).  The postholder should also be flexible and willing to work additional hours when required to support the needs of the service.

Hybrid working arrangements may be considered following successful completion of the probationary or review period, with a minimum of 3 days on Campus and up to 2 days working from home.

Terms and Conditions

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

This post is part-time ( 22¿ hours per week), and open ended with funding available up until 31st March 2027.

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 Sunday 7th December 2025

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We anticipate that interviews for this position will be held in January 2026

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