Undergraduate Medical School Office Administrator

University of Glassgow
November 29, 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
Undergraduate Medical School Office Administrator

Job Purpose

Working with an assistant administrator you will be flexible to work across a variety of administrative activities in support of the Head of Professional Services (HoPS) and the Head of School (HoS), and other senior academics.

Main Duties and Responsibilities

1. Providing executive assistant support to the HoPS, HoS and senior academics with a range of school projects and administrative activities.

2. Leading the creation of a School newsletter and dedicated School SharePoint site to house school news items and signpost information. Ensuring the ongoing maintenance of these resources by gathering information and updating the resources on a regular basis.

3. Managing all secretarial duties around fitness to practise (FtP). These include minute taking confidential FtP meetings that can deal with challenging issues. Supporting the FtP Officer and Investigating Officers with information gathering. Minute taking - displaying excellent attention to detail and accuracy with the ability to edit efficiently. Also managing other secretarial aspects related to FtP such as diary management, letter writing, arranging FtP panels etc.

4. Undertaking general administration duties such as information gathering, data input and collation across a range of administrative and budgetary functions.

5. Circulating communications as required on behalf of the HoPS, HoS, and senior academics.

6. Leading the organisation and administration of a range of committee meetings, as required. In particular supporting activities related to equality & diversity and inclusion.

7. Leading event organisation across a range of school activities.

8. Overseeing and supporting the Assistant Administrator and working together to prioritise activities.

9. As required covering the activities of the assistant administrator such as reception and PA support, diary management, meeting organisation and other related activity.

10. Undertake any other relevant administrative duties as reasonably requested by the G5 Administrator and Head of Professional Services.

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 through personal development and progression in a similar role(s).


Scottish Credit and Qualification Framework level 7 (SVQ level 2/3, HNC) or equivalent, and experience of professional development in a similar role.


B1 Knowledge of University core business systems such as MyCampus, agresso and T4.


Essential: C1 Excellent interpersonal and communication skills, including tact, diplomacy, and discretion.

C2 Highly proficient in the use MS Office (Word, Excel, Outlook).

C3 Ability to plan and prioritise tasks across a range of administrative activities.

C4 Ability to work accurately, with high attention to detail. In particular with minute taking capturing, summarising, and editing relevant information in an efficient manner.

C5 Ability to work independently, with autonomy, as well as part of a team.

C6 Demonstrate a proactive and confident approach to problem solving.

C7 Flexibility to work across and prioritise a range of tasks.

C8 Numeracy skills.


Essential: E1 Strong administration experience, (preferably in a busy office working across a range multifunctional tasks).

E2 Experience of managing workloads in a timely manner to ensure that weekly, monthly, and annual deadlines are met.


F1 Experience of managing communications such as administrating newsletters.

F2 Experience of event organisation.

F3 Experience of working in an HE environment.

Further Information

The post holder's primary base will be the Wolfson Medical School Building.

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. 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 : 133289 Close Date : 29-Nov-2023 23:45

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