Job Purpose

Responsible for the planning, co-ordination, liaison and administrative implementation of all Office for Rare Conditions (OfRC), Glasgow and Glasgow Children’s Hospital Charity Research Fund (GCHCRF) related activities and initiatives in support of strategic organisational objectives.

Main Duties and Responsibilities

1.Act as a first point of contact for the OfRC and GCHCRF to researchers, health care professionals, patients and families, provide advice and guidance on a wide range of rare condition and research issues.  Respond to all enquiries in a courteous and professional manner, both verbally and in writing, ensuring a responsive customer focussed service delivered in line with relevant best practice, University and NHS policy and legislative requirements, using own judgement to resolve any issues or escalate when required.

2.Independently plan and prioritise own workload dependent on activities and deadlines.

3.Maintain OfRC and GCHCRF online presence (website and social media communication, development, and maintenance) and generate statistical reports/information through appropriate reporting tools and any other relevant data sources; performing detailed manipulation and analysis of information to present in an appropriate format for dissemination to a wide range of audiences.

4. To maintain accurate records of patient contact with OfRC, ensuring that all patient information is stored appropriately, that the information conforms to data protection guidelines and is easily retrievable and properly maintained.

5.Collaborate in the design of newsletters, event flyers, patient and health care professional questionnaires using survey tools, analysing, presenting and drawing conclusions from data presented.

6.Involvement in on-line grant agreement management processes for externally funded projects, adding deliverables, milestones and setting confidentiality levels.

7.To provide a high level of OfRC and GCHCRF administrative support, including scheduling and minuting of meetings in accordance with procedural timeframes and drafting of high-level correspondence and documentation. Identify issues, undertake background analysis and briefing, recommend solutions and draft responses, papers and reports as appropriate.

8.Represent OfRC and GCHCRF at National and International Conferences, professional working groups, health care professional and patient & family events.

9. Independently organise and host patient, parent, and health care professional events for both internal and external stakeholders, responsible for the development, application and distribution of advertising media, attendee management and all aspects of IT support for speakers and attendees.

10.Ensure that the planning and execution of education events adheres to the standard operation protocol.

11. Initiate contact with patients to conduct Patient Reported Experience Measures at hospital outpatient clinic appointments.

12. Oversee the support provided to students and volunteers involved in the activities of OfRC.

13. Disseminate calls for funding applications to the GCHCRF, dealing with all aspects of the application and funding processes, answering queries from fundholders, and recording award data using appropriate digital tools.

14. Contribute to the enhancement of the University’s international profile in line with the University’s strategic plan.

15. Any other duties that fall within the area of the post as allocated by the line manager following consultation with the post holder.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1:   Scottish Credit and Qualification Framework Level 7 (Advanced Higher / SVC level 3), HNC or equivalent role.

A2:   Ability to demonstrate the competencies required to undertake the duties associated with this level of post, having acquired the necessary knowledge and skills in previous role.

Desirable:

B1:   Educated to Degree level

B2:   Experience working in the area of rare conditions and research

Skills

Essential:

C1: Excellent oral and written communication skills, including tact, diplomacy and discretion

C2: Outstanding interpersonal skills with confidence to deal in a courteous manner with internal and external stakeholders at all levels

C3: Highly proficient in the use of Outlook, Word, Excel and other standard IT packages

C4: Highly proficient in the use of Social Media for business

C5: Highly proficient with proven track record of running online meetings and webinars

C6: Ability to plan and prioritise own workload effectively demonstrating a proactive approach to problem solving

C7: Ability to work independently and accurately with attention to detail

C8: Excellent time management skills and the ability to multi-task on several projects concurrently

Desirable:

D1:  Knowledge of a second language

D2:  Good presentations skills

Experience

Essential:

E1: Several years relative experience of working in an office environment (with qualifications as noted above),

E2  High level experience of communicating effectively with colleagues and stakeholders

E3  Experience of attending meetings, and recording accurate minutes

E4: Experience of development of learning resources

E5: Experience of using Social Media for business

E6: Experience of running online meetings and webinars

Desirable:

F1: Experience of working in the higher education sector

F2: Knowledge of Agresso or similar financial management tool

Terms and Conditions

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

This post is part-time (28 hours per week), and open ended with funding available for up to 12 months from the start date in the first instance.

Location: The Queen Elizabeth University Hospital

Protection of Vulnerable Groups (PVG)

The University of Glasgow is committed to safeguarding children and protected adults by ensuring that individuals in regulated roles are appropriately vetted and monitored.

The University of Glasgow’s  PVG policy aligns with the Disclosure (Scotland) Act 2020 and reflects the legal requirements effective from 1 April 2025, including the mandatory PVG Scheme membership for regulated roles.

The post for which you are applying is considered to be a regulated role under the Disclosure (Scotland) Act 2020. Under the Act, individuals working in a regulated role must be a PVG Scheme member before employment. If you are successful in your application, the offer of employment will be conditional subject to a satisfactory PVG Scheme record check. We will be in touch regarding requirements related to this.

Further information is available at :  https://www.mygov.scot/pvg-scheme

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: 23:45 on Tuesday 26th August 2025