Job purpose

To provide high level administrative support to the James Watt School of Engineering, with responsibility for providing administrative support, information and advice and for managing the processes and procedures relating to Postgraduate Research (PGR) students.  Ensuring an excellent service and experience for PGR students, PGR applicants and staff and ensuring the overall smooth running for the School.

Main Duties and Responsibilities

1.  Responsible for effective end to end administrative support of PGR applications by overseeing the PGR application system, monitoring the progress of applications and returning decisions. This includes visiting PGR students. Liaising with the College Graduate School and External Relations to suggest and implement improvements to the application system.

2.  Ensure proactive support for new PGR students to the School, giving advice to students and supervisors on a variety of issues as well as School processes and procedures, managing cases sensitively and confidentially to resolution.

3.  Manage and co-ordinate student engagement for PGR students in the School to ensure compliance with UK Visa and Immigration (UKVI) legislation and University policies.  Monitoring and highlighting any issues with non-compliance and taking actions to address these or escalate appropriately.

4.  Deliver an excellent customer experience, using knowledge and judgment to provide first-contact resolution for general enquiries on learning and teaching activities across the school with minimum supervision.

5.  Responsible for managing and organising events, such as, School PGR Induction, the twice-yearly annual progression process and any other relevant PGR events.

6.  Provide full administrative support including responding to a high volume of routine student enquiries, providing data and other information as required.

7.  Manage and coordinate effectively the twice-yearly annual progression process for PGR students and the Scholarship application process including arranging interviews.

8.  Ensure full compliance with University-wide policies and procedures, and the management of confidential information and personal data are adhered to.

9.  Undertake any other reasonable duties as directed by Line Manager and others as appropriate.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1: Scottish Credit and Qualification Framework Level 7 [Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate] or equivalent, and experience of personal development in a similar role.

A2: Detailed knowledge and understanding of and ability to interpret and implement policies, guidelines, regulations and standard operating procedures relevant to the role.

Desirable:

B1: Knowledge of the University systems (MyCampus, Agresso, Moodle and T4).

B2: Awareness of GDPR, principles of good data management and other relevant guidelines for managing information and files.

Skills

Essential:

C1: Excellent IT knowledge, including a comprehensive and confident use of the Microsoft Office Suite.

C2: Strong organisational skills: ability to work under pressure, prioritise own workload, meet tight deadlines and adapt to changing priorities.

C3: Ability to work proactively both individually and collaboratively to achieve team goals.

C4: Excellent communication skills, both verbal and written.

C5: Strong accuracy and attention to detail particularly when using data and information from multiple sources.

C6: Proven initiative and judgment to identify priority issues and problem solve.

C7: Discretion and ability to maintain confidentiality.

Experience

Essential:

E1: Significant experience of delivering a customer-focused service

E2: Experience of managing complex datasets, analysing data, extracting reports, and resolving related problems.

E3: Demonstrable experience of working with a variety of stakeholders and building effective relationships.

Desirable:

F1: Experience in relevant University systems (MyCampus, Agresso, Moodle and T4).

Terms and Conditions

Salary will be Grade 5, £26,338 - £30,805 per annum.

This post is full time (35 hours per week) and open ended (permanent).

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:  5 June 2025