Job purpose

This post provides dedicated administrative support to the College of Medical, Veterinary and Life Sciences [MVLS] Doctorate in Clinical Psychology Programme. The post holder will provide an effective and efficient administrative service, supporting staff, trainees and partners on all aspects of programme administration. The role will involve supporting trainees throughout all stages of the academic lifecycle from initial enquiry through to graduation.

Main duties and Responsibilities

1.      Provide effective and efficient administrative support to the Programme Director, Clinical Practice Director, and other members of the programme team, as required.

2.      Contribute to the administration of learning, teaching and assessment activities, including liaising with academics and NHS lecturers to organise and prepare teaching resources.

3.      Act as first point of contact for trainees and internal and external staff to ensure all enquiries regarding the programme are dealt with effectively.

4.      Supports the planning, communication, and updating of academic timetables.

5.      Manage and coordinate all relevant documentation related to trainee’s progress, including assessment, timetabling, attendance, additional support requirements, research and research equipment requests.

6.      Interrogate student data to ensure accuracy of student records, making extensive use of MyCampus throughout the year to identify any issues or anomalies, including those relating to finance e.g. tuition fees.

7.      Act as a key contact for Disability Services, disseminating important updates, providing advice and guidance to students and staff and ensuring that adequate provisions are in place for students with additional requirements.

8.      Supports the participation and contribution of Lived Experience contributors to the DClinPsy programme (e.g. CUSP members) by organising travel, expense reimbursement, and assistance with technology.

9.      Organise programme and stakeholder meetings, including Board of Examiners. Duties involve booking venues, preparing agendas, distributing papers, clerking meetings and circulating minutes in a timely manner.

10.   Contribute to the administration of programme documentation, such as the handbook and online resources (Moodle).

11.   Record and maintain trainee records accurately across a variety of platforms and in line with University policy.

12.   Process the programme’s finance requests in conjunction with the University finance hub.

13.   Ensure full compliance with University-wide policies and procedures, including the management and confidential information and personal data.

14.   Undertake any other relevant duties as required.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications 

Essential

A1. SCQF Level 7 [Advanced Higher/SVQ Level 3/HNC] or equivalent.

Desirable

B1. Understanding of University structures, policies and procedures [including but not limited to those governing learning, teaching and assessment, support for students with disabilities, data protection legislation]

Skills 

Essential

C1.  First class organisational skills and a proven ability to prioritise work efficiently and multi-task whilst producing work of a high standard.

C2.  Excellent verbal communication and interpersonal skills, demonstrating tact, diplomacy and assertiveness to build excellent relationships with customers and colleagues at all levels

C3.  Ability to work discreetly and sensitively, whilst maintaining confidentiality, when dealing with challenging situations.

C4.  Advanced IT skills, with a high level of competence in using a variety of systems with the ability to interrogate and troubleshoot independently.

C5.  Ability to communicate effectively in writing, to a high standard, for the purposes of producing public facing documentation, correspondence and content for online platforms.

C6.  Ability to produce work of an excellent standard demonstrating a high degree attention to detail and professionalism at all times.

C7.  Excellent interpersonal skills with the ability to work as part of a team and deliver first class support to colleagues and customers.

C8.  Demonstrable experience of clerking committees, producing accurate minutes of meetings and following up on action points.

C9.  Proven ability to work to and within deadlines, managing a number of complex tasks and processes simultaneously, to a high degree of accuracy.

C10. Proven capability of working autonomously and proactively using own initiative to resolve problems, consulting with senior colleagues as appropriate.

C11. Proven ability to work with bespoke IT systems such as student records system, timetabling.

Desirable: 

D1.  Relevant experience of a Higher or Further Education environment.

D2.  Experience of using OneDrive.

D3.  Working knowledge of activities of other areas of the University that relate to support for postgraduate students.

Experience 

Essential:

E1.  Relevant administrative experience plus above qualifications OR evidence of progression and development gained through relevant work experience.

E2.  Demonstrable experience of working in a fast paced, customer focused environment.

E3.  Evidence of personal progression and development gained through work experience.

E4.  Experience of using a wide range of IT systems, including MS Office suite.

E5.  Significant administrative experience demonstrating the ability to drive change to improve both systems and processes in place. E6.  Experience of excellent service delivery and building customer relationships.

Desirable: 

F1.  Experience of working with students.

F2.  Experience of analysing data and producing pivot tables, graphs and charts in Excel.

F3.  Experience of University IT systems [PIP, MyCampus, CMIS, Moodle].

Terms and Conditions

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

This post is part time (21 hours per week) and Open Ended (permanent).

Closing date: 23:45 on Tuesday 22nd April 2025

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As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

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 , benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing.

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 here.

We endorse the principles of Athena Swan 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.jobs.gla.ac.uk/benefits-salary-and-flexible-workingfor more information.