Learning and Teaching Administrative Assistant

University of Glassgow
February 20, 2023
Offerd Salary:£21,197 - £23,715
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Learning and Teaching Administrative Assistant

Job Purpose

To provide effective and efficient administration support in relation to Learning and Teaching processes which contributes to the maintenance and effective running of the College of Arts and its constituent Schools.

The role holder will be deployed across the College of Arts to meet current operational need with initial deployment expected to be in the School of Critical Studies. Working alongside your learning & teaching professional services colleagues you will support the delivery of innovative research-led teaching to our students.

As a progressive and constantly evolving institution, the University implements new systems and adopts new ways of working, and over time the role holder can expect to be deployed in other areas of the College to cover business needs. This will provide the role holder with the opportunity to acquire a variety of skills and experience.

Main Duties and Responsibilities

1. Contribute to the provision of excellent administration activities that support the learning and teaching delivery across the College.

2. Act as first point of contact for students and liaise with academic colleagues, Advisers of Studies, colleagues in other University subject areas and external examiners as required to manage queries and resolve issues with minimal supervision.

3. Provide assistance to Learning and Teaching colleagues (professional services and academic) to contribute to ensuring the smooth running of academic programmes. This will include following university guidelines and using relevant University systems.

4. Regularly monitor and review School L and T web pages to ensure accuracy of information and update pages as and when required.

5. Provide support to groups and committees including notetaking and preparation of minutes as appropriate. Take sole responsibility for clerking the School Student Staff Liaison Committee and associated tasks.

6. Liaise with service departments across the University and external organisations as appropriate to expedite the workings of the School. This may include arranging travel and accommodation for staff and visiting speakers.

7. Provide Ensure accurate and useful information is available for prospective and current students and staff by reviewing and updating marketing materials, Moodle sites and notice boards; and maintaining circulation lists for group email.

8. Receive and respond to complex enquiries to conclusion by phone, email, and Ivanti (internal enquiry system).

9. Contribute to a culture of continuous improvement through identifying and supporting the implementation of process improvements to enhance the student and staff experience.

10. Employ University procedures in relation to the confidentiality of personal data relating to staff and students.

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: HNC, VQ3, Higher Grades or equivalent, and experience of personal development in a similar role.

A2 Excellent operational knowledge of Microsoft Office Packages


B1 Knowledge of University systems, eg PIP, CMIS, MyCampus, Moodle, T4 software training B2 Knowledge and understanding of Higher Education structures, policy, practices and procedures

B3 Awareness of relevant health and safety policies and procedures relative to the role, and the quality outputs and standards required.


Essential C1 Excellent organisational, communication and IT skills C2 Good interpersonal skills and telephone manner marked by tact, diplomacy and discretion

C3 Ability to work proactively, multi-task and to use initiative and judgement to resolve problems independently when possible and appropriate C4 Ability to prioritise work load and work independently with minimum supervision while also being able to work as a member of the team

C5 Ability to work under pressure and to tight deadlines C6 Attention to detail

C7 Commitment to continuous improvement C8 Confidence to identify when issues need to be escalated to appropriate levels

C9 Discretion and the ability to maintain confidentiality


D1 Practical experience of MyCampus, CMIS and other University of Glasgow IT based systems

D2 Ability to support formal meetings, including preparation of papers, meeting organisation, note taking and communication of actions



E1 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

Desirable F1 Broad understanding of the University structure, policies, practices, and procedures relating to financial and operational processes.

F2 Experience of working in an HE or FE environment.

Terms and Conditions

Salary will be Grade 4, £21,197 - £23,715 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. 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.

Vacancy Ref : 107268 Close Date : 20-Feb-2023 23:45

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