Research Group Administrator

University of Glassgow
July 18, 2024
Offerd Salary:£25,138 - £29,605
Working address:N/A
Contract Type:fixed term for up to
Working Time:Full time
Working type:N/A
Ref info:N/A
Research Group Administrator

Job Purpose

To provide comprehensive administrative support for three groups of academic and research staff: Particle Physics Experimental (PPE), Particle Physics Theory (PPT) and Extreme Light (XL).

This is a busy role in a fast-paced environment and the postholder will be required to work proactively and as part of a team, ensuring that all enquiries are dealt with efficiently and effectively. The duties encompass a wide range of administrative and financial tasks.

Main Duties and Responsibilities

1. Provide a wide range of administrative support to the PPE, PPT and XL Research Groups, ensuring all group information is kept up to date including office allocations. Organise meetings and draft reports/minutes for the Research Group Leaders.

2. Manage account queries from group members and reconcile budgets using the Agresso Back Office and Web Requisitioning systems.

3. Administer, source, arrange and fully document all travel and travel insurance for members of and visitors to the Research Groups and provide administrative support for internal and external events/meetings/conferences/workshops. Place orders using a University Purchasing Card or approved Suppliers on Agresso. Manage advances, travel repayments and monthly reconciliations of the purchasing card statement. Ensure that travel insurance is set up for international travel.

4. Administrative supervision of PPE, PPT and XL Research Students (~45) on all aspects of their conference and research travel (National and International). Reconciliation of all advances and expenditure.

5. Support STFC and CERN (Switzerland) Student Programmes, including administration relating to travel and accommodation for Long Term Attachments for the PPE Group. Liaise with the UK office in CERN regarding travel and accommodation, and manage the internal administrative process, inclusive of tracking financial budget usage. Set up and maintain CERN Home Institute Declaration forms. Create procedures and resources for LTA administration and continually review these in line with annual LTA application deadlines.

6. Support the planning and administration of complex Staff Long Term Attachments for the PPE group. Collaborate with HR to ensure compliance with UofG/UK employment and tax legislation for staff members working overseas.

7. Maintain confidential documents and information required by the Research Group Leaders, for Research Council Committees and Grant Committees, ensuring that relevant documents are available in a timely fashion.

8. Order and approve major travel expenditure on grants at the request of the Research Group Leader or Project Budget Holder in their absence.

9. Contribute to strategic development of the PPE, PPT and XL Group Websites using the T4 Web editing programme. Use other centrally held University databases and systems in support of the job.

10. Be responsible for incoming mail and correspondence, maintenance of staff records, holidays and absences, and administrative procedures for new staff and postgraduate students.

11. Assist all members of the group with queries and administrative procedures and systems, providing solutions and resolving problems where required.

12. Provide support for the Graduate School Admissions Process, ensuring that applications are sent to the Research Groups timeously and that offers are made within the required timescales. Contribute to the maintenance of the School's spreadsheet of applications. Liaise with applicants, answering enquiries.

13. Provide contingency administrative cover within the School when requested and undertake any other duties that may reasonably be assigned by the Head of School or Head of School Professional Services.

Knowledge, Qualifications, Skills and Experience



A1 Scottish Credit & Qualification Framework level 7 Advanced Higher/Scottish Vocational Qualification Level 3, Higher National Certificate or equivalent, and experience of personal development in a similar role.


B1 Knowledge of Microsoft Office 2016 programs/applications including Word, Excel, PowerPoint, Outlook and OneDrive.

B2 Knowledge of other University software packages Agresso, Oracle-based platforms etc..



C1 Excellent communication and customer service skills, operating with diplomacy and discretion.

C2 The ability to plan, organise and prioritise effectively, respond to changes in demands and/or pressures, delivering work to standard and within deadlines.

C3 Proven ability to use own initiative and judgement to work with minimum of supervision and to resolve problems independently or refer to appropriate person. C4 The ability to work both independently and flexibly as part of a high performing team with excellent stakeholder management skills.

C5 Ability to work in teams successfully.


D1 Good understanding of and ability to interpret and implement University policies, processes, systems and regulations.



E1 Ability to demonstrate the competences required to undertake the duties associated with this post, having acquired the necessary knowledge and skills in a similar role.


F1 Experience of working in a higher educational environment and knowledge of higher education policies and procedures

Terms and Conditions

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

This post is full time (35 hours per week) and fixed term for up to 3 years in the first instance.

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 : 147029 Close Date : 18-Jul-2024 23:45

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