Please note that this vacancy is only open to current employees within the College of Social Sciences, or current employees who are eligible under the  University’s Redeployment Policy

Job Purpose 

Based within the newly established Graduate School within the College of Social Sciences, the role will support functional leadership and local engagement across specialist (including the Recruitment Applicant Journey; Admissions, Records and Progression; Thesis, Completion and Scholarships) areas and/or offer support to specific Schools (School Engagement and Student Experience) within the College.

The role will provide high quality and proactive end-to-end professional support for the entire postgraduate research (PGR) lifecycle, supporting prospective, new and continuing PGR students and their supervisors, from the first point of contact to graduation, including providing information, support and advice.

Main Duties and Responsibilities

1.  Act as first point of contact, providing guidance and support to PGR students by email and face to face, responding to enquiries as appropriate, including the processing and monitoring of student claims for conference funding.

2.  Provide administrative support for the PGR student lifecycle: including the application process; PGR assessment; helping Convenors complete PhD annual progress reports; and assist in the administration of PhD scholarship competitions.

3.  Liaise with the Postgraduate Director, recruitment colleagues, and PGR Convenors where necessary to provide administrative support.

4.  Support the organisation of events for students, such as workshops and courses, taking responsibility for organising rooms, catering, advertising, registration and liaising with the speaker if required.

5.  Provide administrative support for the organisation of PhD Vivas from the appointment of examiners, organisation of the oral exam, return of the result form and the payment of the examiner.

6.  Monitor the virtual learning environment (Moodle), reporting issues to enhance usability for course administration purposes. Maintain subject/programme web pages using T4 publishing.

7.  Create and maintain the PGR degree teaching timetable annually, including lectures, tutorials and workshops, liaising with academic staff and Schools in the timetabling of the programme, resolving issues and conflicting events as they arise.

8.  Maintain, update, and improve existing Microsoft Office documents, ensuring consistency and compliance with company standards.

9.  Administer changes at PGR programme and course level by developing proposals on Programme Information Project (PIP) for approval by the School/College.

10.  Work closely with the central University United Kingdom Visa and Immigration (UKVI) team to support the monitoring of all PGR student visa holders within the College in accordance with University/UKVI requirements.

11.  Attend PGR programme meetings such as the Staff-student liaison committee. Assist in School/Subject administration as and when required, including clerking of allocated committees.

12.  Undertake any other reasonable duties that the Graduate School Senior Programme Administrator may request.

Knowledge, Qualifications, Skills and Experience 

Knowledge/Qualifications

Essential: 

A1 Scottish Credit and Qualification Framework level 7 (Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and/or experience of personal development in a similar role.

A2 Comprehensive knowledge of Microsoft Office.

Desirable:

B1 Knowledge of and understanding of University policies, processes, and systems.

Skills

Essential:

C1 Excellent organisational and time management skills and an ability to manage a busy workload in a timely manner and to an excellent standard.

C2 Able to work proactively and problem-solve, using initiative and with limited supervision.

C3 Excellent communication skills (both oral and written) to ensure effective reporting, administration support and customer service.

C4 Excellent interpersonal skills to work effectively with external partners and academic colleagues.

C5 Able to cultivate, build and maintain excellent relationships including as part of a team, influencing colleagues where required.

C6 Be proficient in the use of a range of IT systems combined with capacity and willingness to learn and implement new systems.

Experience

Essential:

E1 Experience within a similar or related role.

E2 Experience of working with internal and external stakeholders.

Desirable:

F1 Experience of working within a Higher Education environment (or similar).

F2 Experience of organising events.

F3 Experience of managing projects.

F4 Experience of business development/relationship management (either leading or supporting).

Terms and Conditions

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

This post is full time (35 hours per week) and fixed term for up to 7 months 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 November 2025