Please note that this vacancy is only open to current University of Glasgow employees.

Job Purpose

The role will be responsible for supporting the delivery of high quality and proactive administrative support to the Resource Planning Team on a range of operational activities including the School workload model, workforce planning and timetabling activities. The post holder will assist with the creation, cleansing and maintenance of staffing data, information and presentations to assist senior management in information-driven decision making.  The role will support a variety of stakeholders to aid the effective implementation of key operational activities designed to deliver teaching across the School.

The postholder will work collaboratively with academic and professional services colleagues to support the development, streamlining and improvement of key teaching-related operational processes, including timetabling, course capacity, management of the external workforce, and delivery planning as part of the teaching delivery cycle.

Main Duties and Responsibilities

1.  Data entry and maintenance of programme and staffing information, working closely with programme administrators ensuring a good and timely communication and version control of documentation.

2.  Data entry and maintenance of Associate Tutors’ records of agreed tasks and pay claim information in collaboration with programme teams and Senior Associate Tutors.

3.  Develop subject matter expertise around the School's workload model policy, programme and course structures, and timetabling to assist with workload model data capture, staffing and timetabling activities.

4.  Responsible for the delivery of an efficient and effective administrative service to support any of the School's learning and teaching resource planning activities, including liaison with key partners both internal and external to the School.

5.  Deliver an excellent customer experience, using knowledge and judgement to provide first-contact resolution for general inquiries from a variety of stakeholders, including teaching staff and programme administrators, relating to academic workload planning, staffing of teaching activities, timetabling and further activities within the remit of the team.

6.  Plan and prioritise own workload, anticipating pressure points in the academic year, to ensure that deadlines are met, and an efficient service is provided to staff and students.

7.  Contribute to a culture of continuous improvement, identifying and supporting the implementation of process improvements to enhance student and staff experience and reducing cost-to-serve.

8.  Provide administrative support to academic and professional services staff in support of School activities, developing good relationships with key internal and external stakeholders.

9.  Provide support for the maintenance of the School’s workload model, working effectively with colleagues within and outside the School, ensuring full compliance with School and University-wide policies and procedures, including in relation to the management of confidential information and personal data.

10.  Take a key role in all timetabling activities across the School. This includes building optimised course structures, entry, validation and purging of event data, liaising with Central Timetabling and programme teams, processing change requests and updating lecturer information, ensuring best timetabling practice and optimised teaching schedules.

11.  Undertake any other reasonable duties and activities that the Resource Planning Manager or Learning and Teaching Operations Manager may request.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential

A1 Ability to demonstrate the competencies required to undertake the duties associated with this post, having acquired the necessary knowledge and skills in a similar role, or: Scottish Credit and Qualification Framework level 7 (HNC, Scottish Vocational Qualification level 3, Higher National Diploma, City & Guilds) or equivalent, and experience of personal development in a similar role.

A2 Excellent IT literacy, including Microsoft 365, particularly Excel.

A3 Knowledge of continuous improvement mechanism and strategies.

Desirable

B1 Knowledge of collaborative Microsoft 365 components (Teams, Lists, Forms, SharePoint etc).

B2 Knowledge of other University systems, e.g. MyCampus, PIP, CMIS etc.

B3 Knowledge of higher education policies and procedures.

Skills

Essential

C1 Excellent organisational and planning skills, with proven ability to use own initiative, exercise independent judgement, work under pressure, prioritise own workload and meet tight deadlines.

C2 Ability to understand and apply policies, regulations, guidelines and standard operating procedures relevant to the role.

C3 Excellent communication and presentation skills, both verbal and written.

C4 Ability to adapt personal working style across multiple stakeholders working independently, leading on activities, and contributing as a team-player.

C5 Excellent customer service and stakeholder support skills.

C6 Strong ability to quickly embrace and learn new concepts, techniques or methodologies.

C7 Analytical abilities to quality check large data sets and to carry out data entry and cleansing tasks.

C8 Strong IT ability, including the use of common applications, Word, Excel, PowerPoint and other relevant software.

C9 Excellent ability to support others to deliver a high-performance service culture in a participative manner.

C10 Ability to contribute to a culture of continuous improvement.

C11 Ability to handle confidential information and sensitive matters with absolute discretion and tact.

C12 Personal style compatible and consistent with University Values.

Desirable

D1 Ability to clerk meetings, including preparation of papers, meeting organisation, note taking and communication of actions.

D2 Successful track record of relationship building and development skills across a wide range of internal stakeholders.

D3 Ability to understand the way operational activity influences and impacts on the achievement of both unit-level and strategic goals.

Experience

Essential

E1 Experience of delivering a customer-focused service to a very high standard.

E2 Experience of working as part of a project team involving multiple stakeholders.

E3 Experience of building and maintaining strong and productive working relationships with colleagues and stakeholders of different levels of seniority.

E4 Experience of working with complex datasets, data entry, extracting reports and resolving related problems.

Desirable

F1 Experience within a higher education setting, including knowledge of administrative and organisational systems.

F2 Experience of improving administrative processes.

F3 Experience of providing accurate and relevant documentation to assist senior managers with decision making.

Terms and Conditions

Salary will be Grade 5, £28,031 - £31,236 per annum.

This post is full time (35 hours per week).  This post is to cover maternity leave for up to 12 months or until the substantive postholder returns.

Please Note: The University would consider a secondment opportunity for this post. Applicants should seek clearance for release for secondment from their employers / line manager before making a formal application.

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:  24 February 2026