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

Job Purpose

Reporting to the Head of Business Support, this post will provide operational, administrative and financial support for The Hunterian.

The postholder will work with minimum supervision, but clear guidance to provide key business support services, which will include the provision of high-quality daily reception services. Supporting the smooth operational running of The Hunterian this role will contribute to the continual development and improvement of key operational, administrative and finance processes, to ensure an efficient delivery of the service in a way that enhances its internal and external efficiency, effectiveness and reputation.

Main Duties and Responsibilities

1. Act as first point of contact and provide high quality reception support for The Hunterian at its staff offices in Kelvin Hall (KH), taking pride in making the KH office run effectively and efficiently, providing clear information and assisting with enquiries from colleagues, service users and contractors.

2. Provide daily practical office support within the KH office including dealing with the mail, deliveries, ASVA/ICOM cards, sign-in sheets, confidential waste, cleaning and maintenance of the coffee machine and photocopier and ensuring adequate stationery and kitchen provisions.

3. Monitoring of a central mailbox, prioritising emails and responding and resolving queries independently. Monitor, allocate and resolve general enquires in a timely manner applying sound judgement based on experience, largely without reference to others and escalating where appropriate to ensure operational delivery.

4. Responsible for The Hunterian's diary management of room bookings for Kelvin Hall and coordinating activities in these rooms, including making arrangements for catering when required.

5. Travel Hub Administrator for the department, supporting colleagues with the organising of travel, accommodation and related bookings of conference, seminar, training etc trips for colleagues, and with similar arrangements for visitors to the Hunterian, including room and catering bookings, and reimbursement of expenses where appropriate.

6. Manage the operations of the KH Reading Room, including provision of inductions to users of the space. Act as the main point of contact for users for queries relating to usage, facilities and resources, and to oversee all maintenance and administrative processes relating to use of the room, including management and control of security access cards and lockers, communications via MS Teams, ensuring the room is adequately stocked etc.

7. Act as Purchasing Officer and hold a departmental purchasing card, ensuring adherence to procurement policies and procedures. Provide clear advice and guidance to colleagues in accordance with standard financial processes.

8. Purchase order processing: ensuring that orders are placed in a timely manner and are compliant with all internal regulations, including procurement requirements and VAT checks. Act as point of contact for Hunterian colleagues to support purchasing queries including supplier queries, procurement exceptions, sub-project allocation, outstanding orders etc.

9. Financial transaction processing: including journals, sales invoices and income reconciliation ensuring adherence to financial requirements and controls.

10. Provide office and facilities maintenance support, following guidance for raising KH office maintenance requests and AV fault reporting for the KH Lecture Theatre and Seminar Rooms and liaising with appropriate parties to resolution. Provide troubleshooting services regarding AV systems in the Hunterian Board Room and Small Meeting Room.

11. Provide support to The Hunterian Health, Safety & Operations Group including scheduling of meetings and note taking, and to be responsible for maintaining the Health & Safety tracker, records and training logs.

12. Become a Hunterian Fire Warden and First Aider.

13. Organise and maintain files, folders and storage of relevant information adhering to University-wide policies and procedures.

14. Contribute to a culture of continuous improvement by suggesting service improvements and implementing new systems and processes to enhance quality of service.

15. Undertake and participate in continued professional development activities.

16. Assist with ad hoc projects and other reasonable duties as required by the Business Support Team.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 Either: 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 Practice-based knowledge of establishing and delivering a comprehensive range of administrative services within a project or team environment.

A3 Knowledge and understanding of financial management systems, for transactional processing (e.g. purchasing, journals, invoicing) and reporting.

A4 Knowledge and understanding of data integrity and its importance.

A5 Knowledge and understanding in the implementation of process improvement.

A6 Understanding of General Data Protection Regulation.

Desirable:

B1 Working knowledge and understanding of University processes, systems and structures, particularly in relation to financial and operational processes.

B2 Working knowledge of Agresso financial management system.

Skills

Essential:

C1 Good interpersonal and communication skills, with the ability to communicate clearly and effectively with colleagues at all levels and external parties demonstrating tact, diplomacy, discretion and assertiveness.

C2 Excellent time management and organisational skills, with the proven ability to independently manage and prioritise a busy workload, and to work as part of a team and be flexible according to the varying needs of the department.

C3 Proven ability to multitask and work effectively under pressure and to manage competing priorities and meet tight deadlines, while maintaining close attention to detail to produce work of a consistently high standard.

C4 Proven ability to use own initiative and judgement, working proactively and independently, to make decisions and resolve problems effectively, consulting with senior colleagues as appropriate

C5 Proficient in the use of MS Office applications including Word, Excel, Outlook, Teams, SharePoint and Zoom.

C6 Ability to support meetings, demonstrating excellent written skills, ability to collate and distribute papers, take notes/minutes and follow through on action points.

C7 Ability to understand, assimilate and ensure compliance with departmental and University procedures and processes.

C8 Ability to identify process issues and improvement opportunities and advise on required action to address.

Experience

Essential: E1 Work experience gained in a busy office environment providing administrative and operational support, working under pressure and to deadlines, demonstrating ability to multi-task, prioritise and be adaptable to changing priorities.

E2 Experience of planning and organising own workload independently and effectively to meet deadlines.

E3 Experience of using financial accounting software (i.e. Agresso) for the processing of financial transactions including the processing of purchase orders, invoices, journals etc.

E4 Experience of working effectively within a team to deliver on organisational delivery plans.

Desirable: 

F1 Experience of working in a large, complex organisation.

F2 Experience in the use of Agresso and University financial processes.

F3 Experience of organising events; seminars, symposia etc.

F4 Experience of troubleshooting and assisting customers to resolve issues with AV/IT equipment.

Terms and Conditions

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

This post is full time (35 hours per week) and is 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.

Vacancy Reference Number: 185153

Closing Date: 3rd November 2025 at 23:45