Course Administrator

University of Glassgow
November 30, 2023
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
Course Administrator

Job Purpose

To act as Course Administrator for one of five Undergraduate (UG) BDS programmes, providing a complete range of secretarial and administrative support duties in relation to the academic Course Team and to provide secretarial and administrative support for in relation to the School Lead for the Mentor Programme across all UG years.

Main Duties and Responsibilities

1. To act as first point of contact for all students and staff (internal/external) in relation to the course and to ensure important information is distributed and communicated to students & staff in good time using the appropriate medium including email.

2. To support the delivery of the course through the preparation and updating of Course Information Documents and other relevant teaching material, making use of electronic software and systems, such as Moodle and MyCampus, where appropriate.

3. To oversee registration and enrolment, create class lists and subgroups, process and monitor student attendance and prepare absence reports. To support Tier 4 monitoring as required.

4. To support the Course Team in the preparation and delivery of examinations. To prepare and produce examination papers and associated materials. To co-ordinate examiners and invigilators and liaise with external examiners. To use appropriate software in production of examination results. To produce and maintain documentation for the collation and retention of exam and assignment marks, ensuring the accuracy of the data entry. To ensure compliance with relevant retention schedule(s).

5. To create, organise and ensure timetables, including external settings, run smoothly by liaising with teaching staff, arranging room bookings etc and making use of appropriate University systems, such as CMIS etc. Communicate this via the University Virtual Learning Environment and make any required timetable adjustments via appropriate electronic systems. To ensure that clinical timetable templates are set up to allow for NHS appointments to be created and an overview of clinical requirements is available prior to the start of the academic session.

6. To act as clerk to relevant committees: These will include: Staff/Student Liaison Committee, Teaching Committee, Board of Examiners' meetings, and other ad hoc meetings as may be required by the Course Team.

7. To manage feedback processes in relation to students/staff/ patients etc via a variety of systems including EvaSys.

8. To carry out other duties specific to the course including monitoring student inoculation programme and assisting transition by organising/supporting induction/freshers' events.

9. To support administration of BDS Mentoring Programme and the Lead Mentor by arranging training, meetings, room bookings, contacting staff and students, using appropriate IT tools such as Moodle and Mahara.

10. To carry out other duties as directed by Line Manager and others as appropriate.

Knowledge, Qualifications, Skills and Experience



A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or: Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, in Maths and English and experience of personal development in a similar role.

A2 Detailed knowledge of bespoke database for managing data records e.g. staff/student/HR/Finance.





C1 Ability to undertake assigned tasks in a timely manner and to an acceptable standard.

C2 Initiative and judgement to resolve problems independently.

C3 Effective planning, organising and prioritising.

C4 Ability to communicate clearly orally and in writing to ensure effective reporting and customer service.

C5 Effective IT and numeracy skills with particular skills in MS Office (Word/Excel).

C6 Well-developed analytical and problem-solving capability.

C7 Accuracy and attention to detail.

C8 Competent user of email, internet and web-based systems.



E1 Relevant work experience or evidence of development and progression.

E2 Experience of working under pressure and prioritising workload.

E3 Experience of an administrative role with extensive interaction with people (e.g. students/staff/other customers).


F1 Previous experience in relevant university bespoke systems – e.g. student records/ timetabling/finance systems.

F2 Previous experience in an educational and / or clinical environment.

Terms and Conditions

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

This post is full time (35 hours per week) and open ended.

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 : 132748 Close Date : 30-Nov-2023 23:45

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