Job Purpose

To manage and oversee administrative operations, in support of one or more senior members of staff, and ensure the smooth running of day-to-day schedules. This will include the development and implementation of administrative processes and policies through the application of professional expertise and up-to-date best practice.

Main Duties and Responsibilities

1.  Provide dedicated administrative support to senior members of staff. This will involve planning and organising and engaging the input of others from across the Service/School/University and externally as appropriate.

2.  Develop and implement processes and policy that support the operation of the office, including diary, travel and event management, committee administration, financial and other administrative support, in line with University policies and procedures. Continuous improvement of office processes in consultation with other University offices. Provide training on office processes and policy to new staff.

3.  Proactively and independently service several senior University-level committees chaired by senior managers. Ensure the progress of committee business by producing agendas, papers and minutes timeously and driving action between meetings, many of which take place on a monthly basis. Draft reports and papers as required.

4.  Manage all incoming correspondence and email, including Freedom of Information enquiries. Draft letters and responses, and proactively follow up actions as appropriate.

5.  Manage and coordinate complex and continually changing schedules for senior members of staff and maintain efficient bring-forward systems.

6.  Proactively liaise with other University offices and access relevant information and business systems to prepare data and develop activities associated with the relevant strategic brief.

7.  Provide administrative oversight on financial matters and monitor and report on budgets. Act as Purchasing Officer using the University’s financial systems.

8.  Plan and coordinate significant events which showcase the University / promote collaborations as required.

9.  Develop successful working relationships with academic and professional services colleagues in the wider University.

Knowledge, Qualifications, Skills and Experience

Knowledge and Qualifications

Essential:

A1 Skill level equivalent to achievement of 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.

Skills

Essential:

C1 Highly developed and proven interpersonal skills including tact and diplomacy.

C2 Excellent oral and written communication skills with an ability to write reports and letters for a variety of audiences.

C3 Numerate with excellent IT skills and ability to interpret, manipulate, and present data.

C4 Ability to work independently and proactively, problem solve and manage tight deadlines.

C5 Ability to manage a large volume of strategically important information and act with discretion and confidentiality with information that has institutional-level implications.

Experience

Essential:

E1 Demonstrable experience of developing and implementing administrative systems.

E2 Experience of managing the office of a senior member of staff.

E3 Experience of interacting with confidence and professionalism with internal and external colleagues and partners at the highest level.

E4 Experience of process improvement.

E5 Experience of implementing and interpreting University regulations and providing advice and guidance to staff and students.

Desirable:

F1 Awareness of University structures and priorities or national and international Higher Education environment is desirable.

Please note, if shortlisted the interviews are expected to be held on Monday 30th June 2025.

Terms and Conditions

Salary will be Grade 6, £33,482 - £37,174 per annum.

This post is full time (35 hours per week) and open ended (permanent).  Relocation assistance will be provided where appropriate.

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 June 2025