Job Purpose

A key role in the Adam Smith Business School’s Postgraduate Research team, working in partnership with academic and professional services colleagues to develop and enable an effective administrative service to support the School's Research and Postgraduate Research (PGR) strategies and a diverse portfolio of PGR programmes. Supporting delivery of the School’s strategic objectives and aligned with the University’s Change programme adopt a data-driven approach to evaluate and improve processes to enhance the experience for both students and staff.

The role holder will ensure the coordination and seamless delivery of PGR administration and coordinate local training and support for internationalisation, employability and wellbeing initiatives for PGR students and associated academic staff.

Main Duties and Responsibilities

1. Responsible for the planning and implementation of key workstreams in the School’s PGR administrative support team in the provision of an effective end-to-end service ensuring compliance with University, College and School standards, policies and procedures.

2. In partnership with academic and professional services colleagues, identify and implement opportunities for process improvement to deliver efficiencies in pursuit of a scalable operating model which underpins support for PGR activities and enhances both the student and staff experience. This will include developing and maintaining standard operating procedures and the development of training initiatives for PGR students.

3. Manage the delivery of overall administration of the PhD Programmes and support essential PGR student support services across the School without supervision, working in close partnership with relevant academic and administrative colleagues in the Graduate School of Social Science and at University level.

4. Interpret strategy and develop PGR administrative procedures to implement changes to improve efficiency across the programmes. Facilitate problem solving to ensure effective and efficient procedures and processing to minimise the scope for, and impact of, problems throughout the academic administrative cycle.

5.  Interrogate, manipulate  and interpret complex data to create actionable insights, using the results to inform high quality decision-making across the School PGR and research pillars. This includes the provision of high-quality management information, including analysis, interpretation and advice including specialist analyses and interpretation of data to support accreditations (namely mapping/recording of conferences/publications/career destinations), the Research Excellence Framework and the efficient management of PhD office.

6. Effectively plan and manage space allocations for existing students and new arrivals.

7.  Effectively plan, organise and manage the annual PGR Annual Progress Reviews (APRs), providing specialist knowledge and organisational expertise. Postholder will contribute to a culture of continuous improvement, influencing colleagues to identify and implement process improvements and improving service quality when appropriate.

8. Manage the student recruitment process throughout the academic year. Gather, generate and co­ ordinate publicity material for dissemination to internal and external audiences to raise awareness of PGR recruitment.

9. Advise and provide high-level support to the academic staff in preparation of complaints and appeals documentation. Providing guidance on specialist knowledge regarding the PGR Code of Practice regulations.

10. Handle sensitive issues using judgement to provide specialist advice to students, maintain crisis communication protocols and when required become part of the crisis team including contributing to the wider reputation management of the University where appropriate.

11.  Manage the attendance protocol of the Postgraduate Research students on a ‘Tier 4 visa’ including managing and organising multiple check-in registration sessions throughout the academic year. Responsible for developing and maintaining accurate attendance records of Tier 4 students for the purpose of UKVI audit.

12. Manage training needs of the Adam Smith Business School Postgraduate cohort and develop and coordinate targeted training and event programmes liaising with Directors of Research and Graduate Studies and internal and external partners to meet the diverse needs of the Adam Smith Business School PGR cohort.

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 related role(s).

A2 Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.

A3 An appreciation of the importance of diversity and inclusion in the workplace.

Desirable

B1 Excellent knowledge of University or Higher Education procedures, such as policies, processes, procedures and their impact on postgraduate students and programmes.

B2 An understanding of the priorities for a safe and supportive environment for students, especially international students.

B3 An understanding of the significant cultural and social differences in the student body.

Skills

Essential

C1 Excellent interpersonal skills including team working, influencing, negotiating and conflict resolution.

C2 Excellent communication skills (oral, written and listening), including tact, diplomacy, discretion and confidentiality (including data protection).

C3 Very strong personal resilience and the ability to manage own mental wellbeing when supporting others in very sensitive/vulnerable/demanding circumstances.

C4 Excellent administrative skills including the ability to write reports and manage follow-up activity which can extend over a prolonged period.

C5 Excellent time and workload management skills.

Desirable

D1 Expertise in IT systems (e.g., MyCampus, UCAS, VMCAS) and policies and procedures (e.g., Good Cause and Fitness to Study) used by the School or the ability to demonstrate proficiency in software, policies and procedures of a similar level of specialisation.

Experience

Essential

E1 Experience of working independently, multi-tasking and resolving unexpected issues and challenges.

E2 Experience of reviewing processes and implementing changes to improve service delivery.

Desirable

F1 Experience of working with people in other countries.

Terms and Conditions

Salary will be Grade 6, £33,482 - £37,174 per annum pro rata.

This post is part time (17.5 hours per week) and fixed term until 30 April 2026 in the first instance.

Please Note: If you are a current employee of the University of Glasgow, please be advised that the University would consider an internal secondment opportunity for this post. University of Glasgow applicants should seek clearance for release for internal secondment from their 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: 26 June 2025