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

Job Purpose

Funded by NERC, GALLANT is a £10M Strategic Programme which has a £1M workpackage on Flood Adaptation in Glasgow City Region. This work package will be undertaking extensive stakeholder engagement and research interviews during 2025, as well as applying for funding to support the work package’s research and research impact evidence gathering, for which administrative leadership is required to carry out these activities most efficiently. The post-holder would also directly lead on preparations for the recently awarded Innovation funding that allows a new avenue of research to be explored that will support the overall GALLANT WP1 deliverables.

The successful candidate will be responsible for proactively managing the day-to-day administration of GALLANT WP1 innovation fund related stakeholder activities, such as obtaining letters of support and in-kind contributions for impact accelerator funding and take a lead role on administrative activities to support the newly funded GALLANT innovation follow-on project looking at semi-permanent development. Working closely with Glasgow’s research team (Co-leads, co-Is and PDRAs) and the GALLANT programme manager, they will contribute to an efficient and effective delivery GALLANT WP1 innovation fund activities, including impact generation and evidence gathering, underpinned by a continuous improvement culture.

Main Duties and Responsibilities

1. Administrative Support: Proactive operational delivery of day-to-day administrative support to the Gallant WP1 University of Glasgow hub, including acting as the lead for the coordination and administration of the Gallant WP1 innovation stakeholder engagement events providing first point-of-contact for queries, responding or triaging as appropriate. Proactive lead role for administrative support for a series of Gallant WP1 innovation stakeholder engagement events in 2025/26.

2. Events: Leading on planning, supporting, and providing secretariat support for the successful delivery of key GALLANT innovation project events including online and in person workshops with academics and non-academic stakeholders.

3. Communications: Supporting the research team in providing regular communications about the GALLANT WP1 Innovation Fund related work to network members, on email, web and social media channels and other tasks as may be required.

4. Meetings: The postholder would also administer all GALLANT WP1 innovation meetings including the production of agendas, papers and minutes timeously and driving action between meetings.

5. Budget Management: Undertaking the lead role in managing (monitoring and reporting) the GALLANT WP1 innovation fund non-salary budget and deliverables, including arranging third-party suppliers, travel bookings, catering and expenses claims for participants at GALLANT innovation and WP1 events, in liaison with the support of College Research Office.

6. Operational Procedures: Leads on advising and supporting the GALLANT WP1 innovation team to ensure that activities are scoped, budgeted, procured, and administered in a way which complies with all funder, college and University regulations.

7. Reporting: Gathering, organising, maintaining and entering data for project and/or funding body reports, including the annual UKRI Researchfish entry.

8. Stakeholder and University Services Liaison Developing and maintaining excellent professional relationships, and liaising, with relevant organisations across the GALLANT WP1 and network and service and support teams at the University on behalf of GALLANT WP1.

Duties and responsibilities are not exhaustive and the post-holder will be expected to be co-operative and flexible, undertaking such other duties as may be reasonably expected by the GALLANT WP1 innovation fund research team to support delivery of the Glasgow component of the project.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1. Either: Ability to demonstrate the competencies required to undertake the duties associated with this post having acquired the necessary knowledge and skills in a similar role. Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.

A2. Knowledge and understanding of the higher education research environment.

A3. Knowledge of project or programme administration and/or management techniques including related to the GALLANT WP1 Innovation funded work.

A4. Knowledge of workshop conference or event planning, coordination and management with project partners, academics and wider stakeholders.

A5. Knowledge of coastal hazards, flooding, risk management, coastal adaptation including nature-based solutions, urban planning issues and solutions in our changing climate.

A6. Specialist expertise in interdisciplinary approaches to estuarine and coastal socio-environmental challenges bridging environmental science (geomorphology, flood modelling), humanities (planning and law) and human geography.

Desirable:

B1. Administrative or management qualification or training.

Skills

Essential:

C1. Excellent oral and written communication skills, including tact, diplomacy and discretion, and the ability to make suggestions and to challenge.

C2. Excellent organisational, planning and problem-solving skills.

C3. Ability to exercise initiative and judgement, working independently to progress projects and propose innovative solutions.

C4. Excellent financial and event management skills.

C5. Flexible, committed, reliable and enthusiastic approach to work, with ability to work as part of a team with staff and stakeholders at all levels.

C6. Excellent IT skills and proficient in the use of Microsoft Office, Outlook, remote meeting tools (e.g. Zoom, Microsoft Teams) and event software (e.g. Eventbrite).

C7. Ability to plan, organise, gather feedback and write reports on projects and events.

C8. Excellent analytical skills, including the ability to review and digest complex information and to summarise conclusions/provide recommendations for consideration and sharing with the GALLANT project partners and wider network.

Experience

Essential:

E1. Experience of providing administrative support in a professional, academic, research or service sector related to flood, estuarine and coastal climate change hazards and adaptation in Scottish city regions.

E2. Experience of working on an interdisciplinary externally funded research project or programme at the University of Glasgow.

E3.  Experience gathering and analysing data for, and preparing, accurate reports, promotional materials and event posters to promote or provide feedback for events to internal and external stakeholders on flood adaptation in a Scottish city region.

E4. Experience of writing ethics applications to building and maintaining relationships with academics, external partners and stakeholders; including arranging, promoting and facilitating working events designed to gather research data, such as in the GALLANT WP1 and/or COAST-R network

E5. Experience of writing ethics applications ensure that workshop and related events designed/able to gather research data, such as in the GALLANT WP1 and/or COAST-R network.

E6. Experience of engaging stakeholders including the general public on environmental or sustainability issues.

Desirable:

F1. Experience building and maintaining stakeholder relationships with academics and non-academic project partners.

F2. Experience of using the University of Glasgow’s finance software (Agresso – either within the University or elsewhere).

F3. Experience in using T4 or similar (e.g. word press) web content management system to update web content.

F4. Experience in use of event management software such as Eventbrite, Slido, Mentimeter

Terms and Conditions

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

This post is part-time (14 hours per week), and has funding available until 11 May 2026 in the first instance.

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.

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 October 2025