Job Purpose

To provide high level administrative support to the School of Chemistry, with sole responsibility 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. Working with the College Graduate School to ensure alignment of processes with other Schools where beneficial and to contribute to enhancements for PGR students across the College.

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 including Visiting PGR students from other institutions. 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. Monitor the Immigration Compliance dashboard and liaise with the university’s central Immigration Compliance team if necessary in connection with any issues relating to visa regulations and compliance procedures.
4. Manage and coordinate effectively the annual progression process for PGR students, ensuring that the local on-line database is accurate within timescales required to  update accordingly in MyCampus.

5. Manage the appointment process of Graduate Training Assistants (GTAs) (approximately 100 per annum) and monitor the submission of hours worked ensuring Tier 4 limits are adhered to and claims are in line with timetabled hours.

6. Assist with the organisation of oral examinations for PGR students. Ensuring correct forms are submitted on time, liaising with Examination Committee Convenor, arranging venue and catering if required.

7. Processing applications and advising on the terms of travel awards for PGR students, ranking applications received for approval by the School Management Committee.
8. Manage and disburse stipend payments and tuition fees for School held projects through MyCampus. Maintain a record of the PGR funds held in the School (annual budget in the region of £750K) including checking and capturing monthly spend.

9. Responsible for managing and organising events, such as School Induction and any other relevant PGR events.

10. Provision of pastoral support to PGR students and ensuring that they are signposted to other support where required.

11. Full administrative support to the Director of Chemistry Graduate School including providing advice and support. Provide data on funding and student numbers to School Research Committee and Graduate School.
12. To undertake other administrative tasks as requested by the Head of School, the Director of Chemistry Graduate School, the Head of Professional Services and the Learning and Teaching Team Manager.

13. To work with the College Graduate School and to support PGR administrators in other Schools/the College Graduate School when required.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential
A1 SCQF Level 7 (HND, SVQ Level 3) or equivalent and relevant work experience

A2 Detailed knowledge and understanding of and ability to interpret and implement policies, processes, systems and regulations
A3 Detailed knowledge of Microsoft Office including Teams and Excel

Desirable

B1 Knowledge of University structure and systems
B2 Knowledge of MyCampus or other student record systems

B3 Knowledge of Agresso or other similar finance systems

B4 Knowledge of Moodle

Skills

Essential
C1 Excellent planning, organisation and negotiation skills

C2 Excellent interpersonal and communications and presentation skills and ability to use these when dealing with staff and students at all levels

C3 Strong financial acumen with the ability to use spreadsheets and financial systems to a high standard.

C4 Able to deliver high levels of accuracy, attention to detail and professionalism at all times
C5 Ability to use tact, diplomacy and discretion and deal with students and staff

C6 Excellent analytical and problem solving skills
C7 Commitment to continuous improvement

C8 Ability to listen to and understand customer needs
C9 Extensive IT skills and the willingness to learn new IT software

Experience

Essential
E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression within the role/similar role

E2 Proven administrative experience in an office environment
E3 Experience and ability to understand and interpret service requirements

Desirable

F1 Relevant experience of a Higher or Further Education environment
F2 Experience of providing guidance/pastoral care

F3 Experience of working with University IT Systems
F4 Experience of working with international students

F5 Experience of monitoring financial budgets and expenditure, reconciling spend and identifying/resolving discrepancies
F6 Knowledge of University PGR procedures

Terms and Conditions

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

This post is full time (35 hours per week) and is fixed term for 2 years in the first instance. 

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:  3 December 2025