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

Job Purpose

To provide high quality administrative support to the Director of the Confucius Institute, in support of the Institute's operational objectives. Coordinate the efficient and effective day-to-day operation of the Institute, with the provision of a timely and accurate administrative service; whilst maintaining effective working relationships for the Institute with key contacts across the University and the wider community in Scotland, and with administrative counterparts in China.

To provide support to the Director in relation to financial reporting processes.

Support the planning and allocation of teaching workload and responsibilities for language teachers in the short-medium term, with an awareness and vision of longer term. Actively promote and market the Institute through the development of the website and other promotional activity.

Main Duties & Responsibilities

1. Support the Director to manage relationships with stakeholders, implement annual operational plan, achieve the Institute’s objectives, deliver short-term and long-term strategy.

2. In line with established processes and procedures, monitor the Institute’s income and expenditure, producing standard monthly management reports and forecasts for the Director; ensure financial records (including funding and tuition fees) are comprehensive and up to date to support budget planning and monitoring.

3. First point of contact for key external partner organisations and stakeholders including Centre for Language and Education Cooperation, Scottish and Chinese governmental bodies, local authorities/schools, the China Britain Business Council, cultural institutions, other universities and colleges; support the planning and delivery of language teaching and cultural programmes (e.g., Chinese New Year events, film/book festivals, exhibitions, guest lectures, inbound/outbound visits and etc.).

4. Support the Director to coordinate a portfolio of multi-faceted projects (language teaching programmes, Chinese proficiency tests, scholarship and exchange programmes, cultural events), including marketing, student recruitment and enrolment.

Provide administrative support to the Director including teacher allocation, travel and accommodation bookings, venue and catering arrangements.

5. Ensure compliance with University and Institute policies and procedures (e.g. HR absence/annual leave reporting via PeopleXD system), assist in the development and implementation of Institute specific policies.

6. Support the Director to manage the language teachers from China, provide necessary assistance to help them to settle in when they first arrive in Glasgow. Liaise with Centre for Language Education and Cooperation UK (CLEC UK) on various matters as required.

7. Collaborate with the University’s Marketing & Communications team and external agencies to develop and publish content for the Institute’s website, social media channels and other promotional materials; ensure digital platforms and print collateral are refreshed and aligned with strategic goals.

8. Liaise with internal and external suppliers, process purchase orders and invoices, support the day to day management of procurement activities and ensure the Institute’s purchasing requirements are fulfilled in a timely, cost effective and compliant manner.

9. Provide high quality support to the Board of Advisors such as, arrange annual meetings, prepare agendas, take minutes, produce and disseminate papers, monitor action points and follow up with relevant colleagues through to conclusion.

10. Serve as the first point of contact for the Institute: handle incoming enquiries, apply initiative and judgement based on experience to resolve or escalate issues appropriately, provide information on the Institute’s key activities and represent the Institute when required.

11. Under the direction of the Director, undertake any other reasonable duties required to support the Institute’s administrative, secretarial and operational functions.

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

A2 Detailed knowledge of financial systems (e.g., Agresso) including raising requisitions, processing purchase orders, managing purchasing cards, adding suppliers, etc.

A3 Knowledge of Web Content Management systems (e.g., T4), ability to publish payment links, news and events, update social media platforms.

Desirable:

B1 Familiarity with equality, diversity, and inclusion policies, GDPR, health and safety and broader safeguarding approaches and policies as they are used in Higher Education.

Skills 

Essential:

C1 Ability to work both independently and collaboratively.

C2 Proven excellent administrative and organisational skills.

C3 Ability to manage and prioritise a busy workload, responding to changing pressures as appropriate, meeting tight deadlines.

C4 Effective and clear written and oral communication skills with an ability to liaise effectively with students, teachers and colleagues at all levels.

C5 Discretion and ability to maintain confidentiality.

C6 Accuracy and attention to detail.

C7 Ability to use initiative, judgement and resolve issues independently.

C8 Excellent IT skills including Microsoft Office 365 and familiarity with University of Glasgow systems, or equivalent experience with similar systems.

Experience

Essential: 

E1 Experience working in an administrative capacity in a fast paced and varies customer focused role, working under pressure and to deadlines, demonstrating ability to prioritise and be adaptable to changing external pressures

E2 Experience of working with individuals from diverse cultural backgrounds, ideally including international collaboration.

E3 Experience of using a wide range of IT systems, including MS Office and Agresso/equivalent.

E4 Experience in event management and public facing activities.

E5 Experience of using Web Content Management system and finance systems; ability to rapidly learn new systems if required.

Desirable:

F1 Experience of working in a higher education institution.

F2 Experience of T4 Content Management System.

F3 Experience of Agresso Finance System.

F4 Experience in graphic design and ability design digital posters/banners.

Terms and Conditions

Salary will be Grade 5, £27,319 - £31,236 per annum.

This post is full time (35 hours p/w) and open ended.

Closing date: 2 December 2025.

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.