* This vacancy is only open to current University of Glasgow employees. *

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.

Job Purpose

To provide administrative support within the School on all PGR administrative activities, working in conjunction with the PGR convenors to support the smooth running of the PGR activities portfolio.

Working as part of a multifunctional team to be responsible for providing and assisting on a wide range of administrative support to staff and postgraduate research students within the School of Molecular Biosciences as and when required.

Main Duties and Responsibilities

1.      To act as first point of contact responding to all PGR related enquiries that come from students, supervisors and convenors, ensuring that requests are dealt in a timely and efficient manner. To apply initiative and judgment to resolve any complex queries, liaising with colleagues in the Graduate School and External Relations as appropriate.

2.      To take responsibility for all administrative aspects of the PGR cycle, from applications to viva examinations, ensuring that processes are followed and adhered to correctly. To commit fully to a culture of continuous improvement to enhance student and staff experiences.

3.      To ensure that the school’s PGR administrative procedures and processes are implemented and carried out in line with the University legal and regulatory requirements. These include (but are not limited to) students academic records and UKVI Visa Monitoring procedures ensuring full compliance with GDPR and UKVI regulations.

4.      To ensure information and data recorded within University Systems are accurately updated and maintained, such as MyCampus, PGR Progress Review, Thesis Administration Process related to students work and be willing to learn any new system that might be implemented in the future.

5.      To be the main point of contact for any student financial queries and  be responsible for meeting PGR financial deadlines such as bench fees, project codes and stipends at the start of every new academic year. Keeping an accurate record of student financial details to ensure correct information exchange with university services and MVLS financial aid, and monitor students' accounts for any outstanding payments

6.      To actively support Thematic Theme Directors, Senior Academics, School Committees, and HoPS with diary management, meeting organisation, minute taking, and any other duties as required.

7.      To provide a wide range of proactive administrative support to staff, students, and with the school activities. The tasks include (but are not limited to) travel booking, PA support, event organisation, catering booking, and general finance duties as appropriate.

8.      To be responsible for managing task allocation and performance monitoring for a G4 administrative assistant/PGR support.

9.      Any other duties as required by the line manager or the Head of Professional Services

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 level 7 (Advanced Higher / Scottish Vocational Qualifications level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

Desirable:

B1. Knowledge of administrative procedures within a governance or legislative framework.

Skills

Essential:

C1. Able to ensure efficient processing of tasks and activities while complying with policies, procedures, and legislative frameworks, such as GDPR and Student Visa Monitoring.

C2. Excellent attention to detail, ensuring accuracy of the data kept.

C3. Excellent written/verbal communication and customer service skills, ensuring to act professionally, with empathy, tact, and diplomacy.

C4. Proactivity and excellent organisation skills to ensure effective planning and prioritising.

C5. Developed analytical and problem-solving skills. Ability to take initiative and use judgment to resolve complicated issues.

C6. Ability to perform to a high standard even when working under pressure to meet deadlines.

C7. Flexibility and ability to work both as part of a team and independently.

C8. Proficient in the use of Microsoft Office suite.

Desirable:

D1. Experience of clerking meetings.

Experience

Essential: 

E1. Relevant administrative experience gained through relevant work in a busy office environment.

E2. Experience of delivering high quality administrative support to a variety of stakeholders with differing requirements and expectations.

E3. Experience in managing a large volume of information, records, and data while maintaining confidentiality and accuracy.

Desirable:

F1. Experience within a Higher Education setting, including comprehensive knowledge of administrative and organisational system.

F2. Experience of using University systems, e.g., MyCampus, TAP, Agresso.

Terms and Conditions

Salary will be Grade 5, £28,031 - £31,236 per annum.

This post is full time and fixed term. This post is to cover maternity leave for up to 12 months or until the substantive postholder returns.

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 29th January 2026