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

Job Purpose

To provide proactive, efficient and professional administrative support within the James Watt School of Engineering supporting the School leadership team in achieving strategic and operational objectives, principally through flexible and high-quality personal support for Heads of Research Division and their deputies in a high-paced and complex environment.

Main Duties and Responsibilities

1.    Act as first point of contact for enquiries to the School Office communicating efficiently, effectively and courteously with all stakeholders, internal and external.

2.    Lead on the management of specified Heads of Research Division diaries, organising internal and external meetings, with confidence and discretion to make decisions about priorities on his/her behalf. This will often involve negotiation and influencing skills to resolve scheduling conflicts and to delegate commitments to deputies.

3.    Proactively support the co-ordination of administrative processes within the School encompassing probation, performance and development review and the induction of new staff in specified divisions.

4.    Facilitate and co-ordinate specified divisional and other meetings ensuring all necessary pre-meeting arrangements are in place, for example, booking of appropriate room; preparation and distribution of agenda and associated papers; post-meeting actions; preparation of Minutes etc, as appropriate.

5.    Proactively and independently manage divisional events, often involving multiple stakeholders and University/external offices with conflicting priorities, using judgement and discretion to shape events on behalf of the specified divisions.

6.    To work in partnership with the Head of Professional Services and Executive Assistants within the executive support team to complete key projects, providing cover and support as required, achieving high quality and comprehensive service delivery.

7.    Contribute to a culture of continuous improvement by suggesting service improvements and implementing new processes to enhance quality of service.

8.    Engage in reasonable professional development activities as appropriate.

9.    Use standard software packages including Microsoft Office, conducting analysis from relatively straightforward data where necessary.

10.  Undertake any other reasonable duties assigned by the Line Manager or Head of Professional Services.

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

A2 Practice-based knowledge of establishing and delivering a comprehensive range of administrative services in busy office or project environment

Desirable:

B1 Knowledge and understanding of the role of school leadership within the University

B2 Knowledge of the University structure, policies, practices, and procedures

Skills

Essential:

C1 Excellent administrative skills

C2 Excellent interpersonal skills and communication skills (written and oral)

C3 Tact, diplomacy, discretion and confidentiality

C4 Ability to organise and prioritise workload and plan independently

C5 Flexibility and willingness to adapt to changes and problem solving

C6 Ability to discharge personal responsibilities in a self-sufficient manner while successfully working as a member of a small team

C7 Ability to act calmly and methodically within a pressurised environment

C8 Ability to examine and contribute to ongoing operational and procedural efficiency improvements

C9 Excellent written communication skills as can be applied to drafting brief reports, minute-taking and correspondence

C10 Practice-based knowledge in Microsoft Office (Word, Excel, Outlook, PowerPoint in particular)

Experience

Essential:

E1  Relevant experience in a similar role

E2  Extensive experience of working in a complex HE environment

E3  Experience of working independently, using initiative, judgement and discretion to resolve issues and challenges

E4  Experience of working successfully as part of a team

E5  Experience of using initiative to solve problems or deal with unexpected changes in workload

E6  Experience of supporting committees, including minute-taking

Desirable:

F1  Demonstrable experience of senior level diary management utilising Microsoft Outlook

F2  Experience of providing PA support to a senior stakeholder

Terms and Conditions

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

This post is full time (35 hours per week) and fixed term for up to 12 months in the first instance.

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:  3 August 2025