Job Purpose

As an assistant administrator you will be flexible to work across a variety of administrative activities in support of the Grade 5 (G5) Administrator, the Head of Professional Services (HoPS), the Head of School (HoS), the Fitness to Practise Officers, the Directors of Themes and other senior academics. The majority of the role is focussed on administrative tasks related to our fitness to practise process.  This will involve minuting meetings, arranging FtP Panels and preparing of letters and reports with a high attention to detail.

Main Duties and Responsibilities

1.      Together with the G5 administrator, managing all administrative duties around fitness to practise (FtP). These include minute taking confidential FtP meetings, (investigation meetings, progress meetings etc), that can deal with challenging issues. Preparing letters and reports on behalf of the FtP Officers. Arranging FtP panels and minuting these in accordance with procedural and regulatory requirements. There is also general diary management and gathering reports ahead of progress meetings. This is the main responsibility of the role and requires excellent attention to detail and accuracy with minute taking and the ability to summarise and edit efficiently.

2.      Providing PA support, duties such as diary management, meeting organisation and administration (including minute taking), arranging travel etc. This will be in support of the HoS, HoPS, the Fitness to Practise Officers, the Directors of Themes and other senior academics.

3.      Assist with general administration duties involving information gathering, data input and collation across a range of administrative and financial activities.

4.      Assisting with the circulation of communications as required on behalf of the Head of Professional Services, the Head of SoMDN and senior academics.

5.      Assisting the G5 administrator with the school newsletters, the dedicated School SharePoint and updates to website information, (full training will be given on these).

6.      Reception duties – being the first point of enquiry for visitors.

7.      Assisting with the organisation and administration of a range of committee meetings, as required. In particular supporting activities related to equality & diversity and inclusion.

8.      Assisting with event organisation across a range of SoMDN activities.

9.      Undertake any other relevant administrative duties as reasonably requested by the G5 Administrator and 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 level of post having acquired the necessary knowledge and skills through personal development and progression in a similar role(s).

Or

Scottish Credit and Qualification Framework level 7 (SVQ level 2/3, HNC) or equivalent, and experience of professional development in a similar role.

Desirable:

B1 Knowledge of University core business systems such as MyCampus, agresso and T4.

Skills

Essential:

C1 Ability to work accurately, with high attention to detail with excellent written communication skills. In particular with minute taking being able to capture, summarise, and edit relevant information in an efficient manner.

C2 Good interpersonal and communication skills, including tact, diplomacy, and discretion.

C3 Proficient in the use MS Office (Word, Excel, Outlook).

C4 Ability to plan and prioritise tasks across a range of administrative activities.

C5 Ability to work independently and as well as part of a team.

C6 Demonstrate a proactive and independent approach to tasks problem solving.

C7 Flexibility to work across and prioritise a range of tasks.

Experience

Essential:

E1 Experience of minute taking.

E2 Administration experience within a similar busy office environment.

E3 Experience of managing workloads in a timely manner to ensure that weekly, monthly, and annual deadlines are met.

Desirable:

F1 Experience of diary management.

F2 Experience of event organisation.

The post holder’s primary base will be the Wolfson Medical School Building.

Terms and Conditions

Salary will be Grade 4, £24,685 - £26,707 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: 23:45 on Monday 6th October 2025