Programmes Administrator x2

University of Glassgow
December 05, 2022
Offerd Salary:£23,715 - £27,929
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Job Ref.:N/A
Programmes Administrator x2

Job Purpose

To provide high quality and proactive professional services support to enable the efficient and effective management, delivery and development of the Adam Smith Business Schools Leaning and teaching programmes.

Main Duties and Responsibilities

1. Responsible for the day to day administrative support for Learning and Teaching / Quality Assurance activities, working proactively as a member of the professional services team.

2. Work effectively with colleagues within and outside of the School to develop common systems and processes standardised on best practice ensuring that University regulations are adhered to.

3. Responsible for the efficient organisation and facilitation of meetings, committees and relevant learning and teaching boards, working effectively with a range of stakeholders across the School, College and wider University.

4. Effectively use University systems, including our Virtual Learning Environment to support effective administration of Programmes and an excellent student experience.

5. Support the work of the other members of the team, including sharing work during periods of peak workload and staff absence to ensure that full support is available and undertake any tasks required for the efficient administration of programmes across the School.

6. Analyse, present and draw conclusions from University and School system data and information, identifying trends & pattern.

7. Point of contact for student and staff enquiries, working independently to resolve in a timely and efficient manner.

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

9. Clerk relevant committees by working effectively with the Chair to prepare and distribute agendas, liaising with members, recording and circulating accurate minutes, and ensuring all actions are completed and reported to members.

10. Undertake any other reasonable duties that the Programme Manager or the Head of Professional Services may request.

Knowledge, Qualifications, Skills and Experience



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 (Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

A2 Comprehensive knowledge of Microsoft Office.



C1 Excellent organisational skills and demonstrable ability to prioritise work efficiently and multi-task.

C2 Able to work proactively and problem-solve, using initiative and with limited supervision.

C3 Able to deliver work characterised by high levels of accuracy, attention to detail and of a professional standard at all times.

C4 Excellent communication and interpersonal skills, demonstrating tact, diplomacy and confidence to communicate effectively with students and colleagues across different levels and in a multicultural context.

C5 Excellent written communication skills for the purposes of producing student documentation, correspondence, developing content for Moodle/web pages and to produce accurate and high-quality minutes of meetings.

C6 Well-developed influencing and negotiating skills to ensure the delivery of highly effective programmes administration.

C7 Highly effective use of a range of IT systems combined with capacity and willingness to learn and implement new systems.

C8 Able to work as part of a team to build highly effective relationships and deliver excellent support to students and colleagues.

C9 Able to maintain a positive, enthusiastic attitude when dealing with challenges and change.



E1 Significant relevant work experience with evidence of personal development in a relevant role.

E2 Experience of developing, revising and implementing administrative processes.

E3 Experience of delivering a customer-focused service to provide excellent support for staff, students and other stakeholders.

E4 Experience of compiling and analysing data.


F1 Experience of using corporate IT systems.

F2 Experience of delegating and supervising the work of junior colleagues.

F3 Experience of clerking committees.

F4 Experience of organising events.

Job Features

Planning and Organising

Plan and organise own work effectively without direct supervision, with consideration to the annual cycle of events and the operational needs of the team. Organise workload to allow for significant peaks in demands ensuring high quality support for staff and students is maintained.

Decision Making

Be self-directed in preparing, and working to, the annual cycle of learning and teaching/quality assurance activity. Prioritise tasks to a high standard, demonstrating awareness of impact on students and staff Evaluate complex issues / problems and exercise professional knowledge and judgement in deciding how to address these either by answering alone or referring to the most appropriate member of staff.

Internal and External Relationships

Build and maintain excellent working and supportive relationships: - Students - School Directors, Programme Leaders, Course Coordinators and other relevant academic colleagues, including adjunct staff and GTAs - Learning and Teaching Professional services team - Student Experience team - School Quality Enhancement and Assurance team - School Connect Team (Accreditations, Rankings, Student Recruitment and Marketing) - Other School Professional Services colleagues - External organisations: partner institutions, other Schools and corporate organisations - University Services - Cognate Subjects, Schools and College staff - Provide a point of contact for parents/guardians, complying with GDPR at all times

Problem Solving

Use knowledge, experience, initiative and judgment to identify how to pre-empt and resolve problems. Review processes and practice to maximise efficiency and effectiveness. Respond effectively to a wide range of internal and external enquiries


Must be flexible in relation to job content in response to the evolution of programmes, learning, teaching and assessment methods and changes in policies, regulations and systems. Willingness to update skills in accordance with change.

Terms and Conditions

Salary will be Grade 5, £23,715 - £27,929 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 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 : 102093 Close Date : 05-Dec-2022 23:45

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