Job Purpose

You will work with the International Summer School Coordinator and Manager in supporting the International Summer School Programme and ensure its effective and efficient delivery to c.800 international students.

Main Duties and Responsibilities

1. Manage the student enquiry email inbox, responding to staff, student and international partner, emails in a timely manner, providing accurate and relevant information and advice.

2. Support the ISS Coordinator in managing the Unibuddy platform, fostering student connections before the course by creating informational content, facilitating discussions, answering queries and sharing information.

3. Assist the ISS coordinator with the preparation of course information, timetabling and social programme information.  This will include creating and maintaining information pages on the University’s virtual learning environment - Moodle.

4. Liaise with external suppliers (e.g. bus companies, tourist venues) to book transport and access to venues for ISS students.  Ensuring all relevant confirmation and financial paperwork (e.g. purchase orders) are raised and shared with suppliers in a timely manner.

5. Assist with collection of student data in order to plan events and airport pickups.

6. Assist with course enrolments on the University’s student record system.

7. Assist with creating and maintaining a comprehensive spreadsheet of logistical information for the summer school arrival programme; and use the information to inform rotas; bus bookings; and bookings with accommodation.

8. Maintain accurate records of ISS expenditure, using a prepared spreadsheet, ensuring all budget spend is recorded in a timely and accessible manner.

9. Support the International Summer School team at welcome, orientation and social events.  Assist with room bookings, catering, student communications and any other activity related to these events.

10. Assist with planning and ordering of supplies and materials for use by the International Summer School team, ensuring PO’s are raised and shared with suppliers in a timely manner.

11. Assist the International Summer School Coordinator with the maintenance and updating of rotas for International Summer School student assistants.

12. Liaise with Academic staff to obtain course and timetable information for summer school courses and update the student virtual learning environment and other relevant documents accordingly.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications 

Essential:

A1 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 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent and experience of personal development in a similar role.

A2 Knowledge of financial processes including raising and reconciling purchase orders.

Desirable:

B1 Knowledge of the UK Higher Education sector.

Skills

Essential:

C1 Excellent interpersonal skills, friendly approachable and student-centred.

C2 Excellent team and independent working skills.

C3 Excellent organisational skills.

C4 Excellent problem-solving skills.

C5 Demonstrable ability to communicate with a diverse range of stakeholders across all levels.

C6 Excellent IT skills: including proficient use of Excel spreadsheets to maintain data and financial transactions and willingness to learn and use new university-specific IT systems.

C7 Demonstrable ability to work flexibly, according to business needs with occasional evening and weekend working/ and be prepared to work flexible hours at certain times of the year.

C8 Attention to detail and ability to maintain accurate records and adhere to established financial processes.

Experience 

Essential:

E1 Experience of assisting with planning, organising and delivering a range of administrative activities, in line with business requirements and to meet tight deadlines.

E2 Experience of working with internal and external stakeholders.

E3 Experience of providing a high level of customer service.

E4 Experience raising purchase orders.

Desirable:

F1 Experience of administration in a related field.

F2 Experience of working in a student facing environment.

Terms and Conditions

Salary will be Grade 4, £23,881 - £26,338 per annum.

This post is full time (35 hours p/w) and fixed term for up to 5 months.

Please Note: If you are a current employee of the University of Glasgow, please be advised that the University would consider an internal secondment opportunity for this post. University of Glasgow applicants should seek clearance for release for internal secondment from their 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: 15 May 2025