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

Job Purpose
To work as part of a team to provide administration and organisational support to the recruitment and selection process. Generate reports, obtain references, raise appropriate requisitions to support candidate travel, accommodation and relocation, process expenses in a timely manner and provide other ad-hoc administrative support. Support Head of Strategic Recruitment and Talent Acquisition and Recruitment Operations Manager to assist them with diary management and organisation of key strategic hires.

Main Duties and Responsibilities

• To provide effective administrative assistance in support of key elements of the staff recruitment process.

• Assist with the maintenance of files and records, making effective use of the e-recruitment module and associated technology to process job applications.

• Respond to general enquiries by telephone, e-mail, and in person from applicants, new members of staff, recruiting agents, other areas of the university, and the general public. This will frequently include non-native English speakers.

• Manage the referencing process for each new hire, ensuring referees are appropriate and responses satisfactory.

• Generation and distribution of standard reports regularly and to the relevant audiences, ensuring information is accurate and delivered in a timely fashion.

• Support Head of Strategic Recruitment and Talent Acquisition and Recruitment Operations Manager to assist them with diary management and support organisation of key strategic hires.

• To raise appropriate requisitions through the Agresso finance system to support candidate travel, accommodation and relocation and assist the Operations Manager in monitoring the budget

• To process all expenses in adherence to Expenses Policy

• To undertake all necessary administration support in relation to the recruitment process.

• To work as part of a multi-skilled team, to contribute to the smooth running of the recruitment service in times of team absence.

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 Strong IT knowledge and skills, including Microsoft Office packages, in particular advanced Excel

Desirable:
B1 Knowledge of HR management systems, eg Core HR .

Skills

Essential:
C1 Well-developed organisational and time management skills and an ability to manage and prioritise a busy workload acting calmly and methodically ensure that deadlines are met.
C2 Excellent written and oral communication skills and an ability to interact positively with others in person, by telephone or in written form using tact, diplomacy, discretion and confidentiality as appropriate
C3 Proven analytical, problem solving and client need interpretation skills.
C4 Able to work proactively, multi-task and to use initiative as part of an extended team.
C5 Flexibility and willingness to adapt to changes.
C6 Excellent attention to accuracy and detail.

Experience

Essential:
E1 Relevant administrative experience gained through relevant work experience in a busy office environment.
E2 Experience of administrative support processes, including the collation and monitoring of a range of data.

Desirable:

F1 Experience of staff recruitment processes.

Terms and Conditions

Salary will be Grade 3, £24,685 - £25,249 per annum.

This post is full time and open ended.

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 : 25 February 2026