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

Job Purpose

In this post you will act as Executive Support Administrator to the Head of School, Executive and the Head of Professional Services. You will ensure a comprehensive range of senior administrative support is delivered to the Head of School, Head of Professional Services and Senior Management Team to assist with the implementation of School Research, Teaching, and Innovation/Engagement objectives.

Main Duties and Responsibilities

1. To provide a stakeholder-focussed and professionally robust administrative service. This will include identifying project work plans and key milestones, ensuring that deadlines and

deliverables are achieved. To proactively manage close working links and acting as the key interface with senior academic staff to help ensure School objectives and strategies are

integrated.

2. Provide executive support to the Head of School and School Management Team. Support them in a variety of tasks including action points arising from strategic management meetings, ensuring all are completed within the agreed timescale by appropriate individuals. Act as an interlocutor between the Head of School and staff, often dealing with confidential and sensitive information.

3. To undertake complex data analysis and manipulation, researching and interpreting strategic information to create management reports on financial, research and teaching themes, highlighting issues and priorities for the Head of School and Head of Professional Services in alignment with Key Performance Indicators. Assist with drafting and acting as a critical reader for School documentation going to Senior Management/College committees. In particular, the School’s annual strategic plan.

4. To support the Professional Services team to complete key projects, providing cover and support as required, achieving high quality service delivery.

5. To be responsible for providing direct support and guidance to the Senior Management Team. Proactively disseminate key management information from College to Senior

Management in the School. Prepare analysis and reports for Senior Management on a range of topics for internal use. This will include formal reports for presentation to School and College Committees as well as information for academic engagement.

6. In conjunction with the Head of School and Head of Professional Services, develop stretching and ambitious marketing activities and communications to enhance the School’s global reach and reputation by driving strategic development of the web pages and School weekly messages publicising international high impact achievements.

7. Manage large scale events in line with the research strategy to promote interdisciplinary research locally and globally and other School events such as away days. Manage associated

annual events budgets in accordance with the University’s Finance Office guidelines with sole responsibility for the spending within these budgets.

8. Administrative accountability for some HR activities supporting the Head of School and Head of Professional Services. This will include recruitment and selection, senior level probation, academic promotion, recognition and reward, and assist with the performance and development review. Provide information and advice to staff and ensure all deadlines are met. Extract and manipulate data from the HR Information system to assist in the preparation of reports, workforce planning and external reporting.

9. To develop and co-ordinate a network for benchmarking and best practice procedures in all areas of administration. To design and develop internal work systems and processes and maintain standard operating procedures and accessible record management information to continuously

improve the effectiveness of the service delivery.

10. Responsible for the administration and clerking of the School Executive Committee & Learning & Teaching Committee.  Prepare agenda and papers and distribute timeously, prepare minutes, ensuring accurate information is recorded and following actions through to conclusion.

11. Act as Freedom of Information Officer for the School, meeting required timescales for responses.

12. To identify and resolve a wide variety of complex issues using specialist knowledge and a high degree of initiative.

13. Undertake any other administrative duties assigned by the Head of Professional Services in relation to the successful operation of the school.

14. Oversee the PGR process managing the PGR student journey from start to finish.  Liaising with the Post Graduate Convenor and Graduate School.  Managing student finances.

Knowledge, Qualifications, Skills & Experience

Knowledge/Qualifications

Essential:

A1 Scottish Credit and Qualification Framework Level 8 (SVQ Level 4, HND) or equivalent in a relevant subject; or alternatively evidence of progression and development gained through strong relevant work experience.

A2 Knowledge of the University structure.

A3 An awareness of the Post Graduate Research student processes.

Desirable:

B1 Degree or equivalent in a Business or Finance-related subject.

Skills

Essential:

C1 Excellent written communication skills with proven ability to apply this to reviewing and drafting reports and correspondence.

C2 Exceptional oral communication, negotiation and diplomatic skills.

C3 Excellent IT skills and advanced ability to interpret and manipulate data.

C4 Excellent financial skills sufficient to analyse financial data and transactions, monitor budgets and report financial details.

C5 Strong analytical and problem-solving skills with the ability to act calmly and methodically within a pressurised environment.

C6 Ability to develop robust and innovative solutions and to influence others to adopt them.

C7 Excellent time and workload management skills with the ability to work independently, multi-task and cope with unplanned interruptions, handle and priorities diverse complex tasks

and tight deadlines while providing a positive and responsive service.

C8 Ability to discharge personal responsibilities in a self-sufficient manner while successfully working as a member of a small team.

C9 A high degree of flexibility and willingness to adapt to changes.

C10 Ability to liaise and co-operate with people across organisational boundaries.

C11 Tact, diplomacy and discretion, and always maintain confidentiality.

Experience

Essential:

E1 Demonstrable experience of working in a fast paced and varied office environment. Introducing and reviewing processes.

E2 Experience of processing, manipulating, analysing, preparing and presenting management data and papers for strategic decision making and Senior Management committees.

E3 Experience of monitoring budgets.

E4 Proven experience of using initiative to solve problems or deal with unexpected changes in workload.

E5 Experience of clerking and managing the business of committees and management meetings.

Desirable:

F1 Thorough knowledge and experience of University and Higher Education procedures and current issues affecting the University.

Terms and Conditions

Salary will be Grade 6, £33,951 - £37,694 per annum.

This post is full time and 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.

Closing date: 23:45 on Thursday 19th February 2026