Administrative Assistant

University of Glassgow
June 12, 2024
Offerd Salary:£25,138 - £29,605
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Administrative Assistant

Job Purpose

To provide high quality Professional Services administrative support to the College to support the delivery of Learning & Teaching and Research across the 8 schools within MVLS, and support the implementation of the College Education, Research and Innovation, Engagement and Enterprise strategies.

This role has been flexibly designed to be deployed within the College according to business needs, typically providing long term cover where required. Accordingly, this job description provides representative work activities and should be read in conjunction with the specific duties and responsibilities applicable to current business needs.

Representative Work Activities

1. Act as main point of contact in the provision of an effective service and provide clear advice to colleagues and relevant others, filtering issues and seeking resolution, planning and prioritising work activities and adjusting priorities as required.

2. Resolve issues, applying sound judgement based on experience largely without reference to others, following well established processes or procedures.

3. Deliver a range of administrative and/or customer services in support of existing systems or processes to an agreed standard or specification to maximise service quality and continuity.

4. May supervise staff, delegating and allocating work, monitoring progress and performance as appropriate.

5. Monitor and take responsibility for resources within defined parameters and procedures

6. Prepare documents, presentations and other materials to a clear brief, using established formats and standard software packages.

7. Analyse, present and draw conclusions from relatively straightforward data and information, identifying trends and patterns

8. Determine short-term priorities, planning and scheduling work activities for weeks ahead to ensure operational efficiency.

9. Implement improvements to service provision and be responsible for overseeing specific activities and processes to ensure services continue to meet agreed quality standards, guidelines and procedures.

For the first 12 months of employment, the post holder will be required to cover an internal secondment. Duties for this role are listed below :

1. Provide administrative support for a wide range of operational and teaching functions, apply detailed knowledge of operating procedures and working practices, suggest and implement improvements, and exercise initiative and judgement to ensure effective service delivery.

2. Facilitate and provide administrative support to members of the senior management team in the conduct of their duties, including scheduling and minuting of meetings, making room bookings, drafting documents and data gathering.

3. Responsible for working closely with Directors of Education and Course Coordinators to provide administrative support for degree programmes and courses, taking advantage of existing systems and technology to ensure high levels of service delivery and data quality. Organise and clerk committees as required ensuring documentation is issued in a timely manner, monitor and follow-up action points to conclusion and maintain committee action logs.

4. Be proactive in supporting undergraduate students throughout registration and enrolment, accurately update student records as required, and ensure all students are fully registered and enrolled on appropriate courses to fulfil their Plan rules. Responsible for reviewing and instigating appropriate follow-up actions to ensure records are maintained and accurately updated.

5. Support teaching staff with the management of assessment and feedback for courses and programmes and any additional course administration. Manage pre- session administration, and all teaching event bookings for courses on CMIS, and assist with timetabling as required.

6. Produce results from course evaluation questionnaires (EVASYS), collect SARDS (Summary and Response Documents), and provide data for student feedback and annual course monitoring reports.

7. Liaise with programme/course coordinators to ensure that specification documents are regularly reviewed and updated. Assist with the preparation of documentation for course and programme proposals in line with college and Life Sciences processes and timescales. Ensure all specifications are updated for publication in the University's course catalogue.

8. Support student recruitment and conversion activities; attend Open Days; plan for programme and course induction meetings; prepare Course Moodle Information Documents for undergraduate programmes and courses, assist with maintenance of course Moodle sites.

9. Manage the attendance protocol, including for undergraduates with visa requirements, and maintain accurate records of engagement with studies.

Knowledge, Qualifications, Skills and Experience



A1 SCQF Level 7 Advanced Higher/SVQ Level 3/HNC or equivalent


B1 Understanding of University structures, policies and procedures including but not limited to those governing learning, teaching and assessment, support for students with disabilities, data protection legislation



C1 Excellent organisational skills including an ability to prioritise work efficiently, multi-task whilst producing work of a high standard, a high degree of attention to detail, and ability to work to and within deadlines.

C2 Excellent interpersonal skills, including tact, diplomacy, assertiveness, ability to build excellent relationships with customers and colleagues at all levels, and ability to work discreetly and sensitively, whilst maintaining confidentiality

C3 Advanced IT skills, with a high level of competence in using a variety of systems with the ability to interrogate and troubleshoot independently

C4 Excellent oral and written communication skills with the ability to produce public facing documentation, correspondence and content for online platforms to a high standard.

C5 Proven capability of working autonomously and proactively using own initiative to resolve problems, consulting with senior colleagues as appropriate


D1 experience of clerking committees, producing accurate minutes of meetings and following up on action points



E1 Significant and relevant administrative experience in a busy environment within a complex organisation

E2 Experience of using a wide range of IT systems, including MS Office suite

E3 Experience of excellent service delivery and building customer relationships


F1 Experience of working with students in an HE or FE environment

F2 Experience of analysing data and producing pivot tables, graphs and charts in Excel

F3 Experience of University IT systems PIP, MyCampus, CMIS, Moodle

Terms and Conditions

Salary will be Grade 5, £25,138 - £29,605 per annum.

This post is full time and open ended (permanent).

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

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., 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.

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.

We endorse the principles of Athena Swan https: // www. 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. for more information.

Vacancy Ref : 146648 Close Date : 12-Jun-2024 23:45

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