Job Purpose
To provide effective and efficient administration support for postgraduate research processes to maintain the effective running of the College of Arts and its constituent Schools.
The role holder will be deployed across the College of Arts & Humanities to meet operational needs with initial deployment in the School of Culture and Creative Arts (SCCA) . The role holder will work in conjunction with the other School PGR Administrators, and the College of Arts & Humanities (CoAH) Graduate School, to provide comprehensive administrative support to all relevant academic role holders and the Head of Professional Services to ensure the efficient functioning of the School's PGR portfolio. This role will support the effective and efficient operation of postgraduate operations support across the School, ultimately supporting the School and College to meet its strategic objectives and targets.
The role will be line managed by the Learning, Teaching & Student Experience Manager and their development will be supported by the College Graduate School Manager in line with the College of Arts & Humanities Strategy 2023-2028.
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.
School of Culture & Creative Arts
The School of Culture and Creative Arts (SCCA) is one of four academic schools in the College of Arts & Humanities. The School comprises four academic subject areas and also hosts two internationally renowned research centres. The College currently has 465 research students, with over 100 of those located within the academic community in SCCA.
College of Arts & Humanities Graduate School
The College of Arts & Humanities Graduate School is responsible for managing our postgraduate student journey in partnership with academic and professional services colleagues across the College and within Schools and subject areas. The Graduate School overseas processes governing the PGR portfolio, recruitment and funding arrangements, registration and enrolment, induction, progression and arrangements leading to final degree awards. The Graduate School also works in partnership with the College Advising function, Schools, Subjects and central expert services to support student wellbeing and the delivery of an excellent student experience, including the co-ordination of student community-building and cross-disciplinary initiatives.
Main Duties and Responsibilities
1. The role holder will be responsible for providing a broad range of administrative support across the postgraduate research portfolio in line with School, College and University procedures. Acting as first point of contact for students, academic colleagues and other enquirers. Working independently to resolve queries in a timely and efficient manner via shared email mailboxes, University helpdesk, telephone and in-person enquiries regarding all aspects of the PGR student/PhD researcher life cycle.
2. The role holder will manage and support from end-to-end the annual College of Arts & Humanities and Scottish Graduate School for the Arts & Humanities (SGSAH) PGR scholarship application/competition process, supporting applicants, supervisors, School and Subject Convenors and the Graduate School, ensuring the ranking process is completed within the timeframe and subsequently managing the award of Scholarships/Studentships.
3. The role holder will manage and process all prospective PGR student/PhD researcher applications (including applications for visiting PGR students from other institutions), ensuring all relevant documents are received to aid decision-making and adhere to College and University processes - liaising as necessary with colleagues in External Relations, relevant Subject PGR Conveners, and proposed Supervisors to ensure decisions are retuned and communicated in a timely manner.
4. The role holder will manage the Annual Progress Review (APR) process in accordance with College and University processes for all PGR students/PhD researchers - ensuring reports are completed, and reviews administered within the timeframe and relevant documentation completed, submitted and recorded in accordance with agreed timescales, escalating any issues or concerns to the Graduate School.
5. The role holder will ensure all student and academic records are updated and maintained across relevant University systems including ensuring any recording, consultation or paperwork has been completed and processed efficiently and within School/College/University deadlines, procedures, and policies.
6. In line with University policy, the role holder will support a range of legal and regulatory compliance matters including (but not limited to) attendance protocols for Tier 4 students, GDPR and information security matters and meeting obligations relating to health, safety and wellbeing.
7. The role holder will work closely with other School and Graduate School colleagues to resolve advising and student issues, liaising with University support teams and monitoring queries (e.g. through shared email inboxes and Ivanti support calls); prepare relevant management information related to PGR students/PhD researchers as required by Head of Professional Service or School/Subject PGR Convenors. The role holder will work collaboratively to contribute to a culture of continuous improvement through identifying and supporting the implementation of process improvements and best practice across College to enhance the student and staff experience.
8. The role holder will manage the arrangements for PGR student/PhD researcher Viva examinations, including arranging attendees, date, venue, travel, and accommodation for examiners, ensuring forms and reports are submitted both in advance and after the examination. This includes ensuring that external Supervisors are appointed following CoAH policy, liaising with School/College colleagues as necessary.
9. Supporting Deans, School Convenors and other senior roles in the organisation of events for students, such as workshops and courses - taking responsibility for organising venue, catering, advertising, registration and liaising with speakers as required.
10. Providing administrative support for relevant Committees and other forums
11. The role holder will be expected to interrogate University systems to ensure accuracy of records and to aid data reporting, identifying any issues or anomalies and pursuing until resolved, for example, those relating to tuition fees or the award of financial aid, studentships, or scholarships - liaising with University services (e.g. Registry, Finance, Student Services) and the Graduate School to ensure accuracy of student records.
12. The role holder will support the consistent adoption of new systems and technologies to enhance efficiency and the student and staff experience.
The duties of the post outlined here are not exhaustive, the postholder will be expected to be co-operative and flexible and undertake such other duties as may be reasonably expected by their line manager. The duties of the post will be subject to review in line with changing requirements, both internal and external.
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 in a similar role. Or : Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualifications level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.
A2 Knowledge of administrative procedures within a governance or legislative framework.
Desirable
B1. Broad understanding and in-depth knowledge of the University structure, policies, practices, and procedures.
B2. Operational knowledge of University systems, eg PIP, CMIS, MyCampus, Moodle.
Skills
Essential C1. Able to ensure effective and efficient processing of tasks and activities relating to people and data and to ensure they comply with policies, procedures, and administrative frameworks such as GDPR and Data Protection policies.
C2. Excellent attention to detail, ensuring accuracy and precision in data entry.
C3. Excellent written/verbal communication and customer service skills, underpinned by tact, diplomacy, empathy and discretion.
C4. Excellent organisational skills and ability to work proactively: plan, organise and prioritise effectively; delivering work to standard and within agreed timescales and deadlines when balancing competing priorities.
C5. Well-developed analytical and problem-solving capability.
C6. Proven ability to work under pressure and in a changing environment, acting calmly and methodically, whilst maintaining a high standard of customer service.
C7. Proficient in use of Microsoft Office suite of programs/applications.
C8. Ability to be flexible and work as a team player.
C9. Ability to take initiative and to exercise independent judgement.
Experience
Essential 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.
E2. Experience of delivering high quality administrative support services to a variety of stakeholders with differing requirements and expectations.
E3. Experience of ensuring that delivery of administrative support complies with organisational policies, procedures, and timescales.
E4. Experience of working with and handling large volumes of administrative data, records, and information, while maintaining confidentiality, accuracy and attention to detail.
E5. Experience of building and maintaining good working relationships.
Desirable
F1. Experience of working in a Higher Education sector supporting learning, teaching and student experience activities.
F2. Experience of using University systems, e.g. PIP, CMIS, MyCampus, Moodle.
Other
The University is engaged in a programme of transformation of processes and alignment of functions. While this may lead to some elements or aspects of the above changing, it will not change the substantive aspects of the role.
Terms and Conditions
Salary will be Grade 5, £25,138 - £29,605 per annum (pro rata).
This post is part-time (17.5 hours per week), 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. 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 : 147488 Close Date : 18-Jun-2024 23:45