Administrative Assistant - Glasgow, United Kingdom - University of Glasgow

University of Glasgow
University of Glasgow
Verified Company
Glasgow, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

Job Purpose

To be part of the Graduate School administrative team delivering effective and efficient administrative support to postgraduate research students (PGR), and academic and administrative staff.

To provide administrative support for the management of the College's PGR related activities and provide a first class service to our prospective and current PGR students.

You will provide an efficient, friendly, and professional service that enhances both the operation of the Graduate School and service that stakeholders receive.


Main Duties and Responsibilities

  • Work as a team to help develop and update the Graduate School's webpages, including liaising with colleagues for content and continually ensuring the website effectively communicates key information for relevant audiences.
  • Data management, - ensuring data is recorded, monitored, and processed appropriately and that internal and external requirements are met. Responsible for providing data to other departments or to outside agencies as required. This will include keeping records up to date by collating and comparing data and will involve maintenance of unregistered students and leave of absence periods.
  • Engage in the continuous monitoring and enhancement of service across a range of activities including student training requirements, by reporting on areas of good practice, areas of concern, and student and staff feedback. This will include working on ways to enhance and maintain the management of student training records through annual review and liaison with key colleagues on an ongoing basis.
  • Work closely with senior colleagues to ensure student training activities are developed. This will include responsibility for maintaining an online training portal, online training events and oversight of Zoom and/or classroom sessions for the supervisor community. This will involve working with colleagues including PGR students and staff in supporting the development of new online platforms to deliver training throughout the student and supervisor journey.
  • Provide assistance as required in the administration of theses to ensure that colleagues - including students, examination committees and supervisors - are advised on the process for submission and examination of a thesis and the paperwork is processed appropriately.
  • Assist with the maintenance of the Postgraduate Research Student Handbook and Research Training Handbook to promote all relevant information, including policies and procedures to staff and students.
  • Work reflectively with a view to improving processes and enhancing the overall operation of the Graduate School and the services it provides.
  • Responsible for preparing agendas and associated papers for Graduate School committees, ensuring actions are followed up, clerk meetings and record concise minutes.
  • Assist with ad hoc projects and other relevant duties as required by the needs for the service.

Knowledge / Qualifications

Essential
A1 Scottish Credit and Qualification Framework level 7(Advanced Higher / SVQ level 3, HNC) or equivalent.
A2 Knowledge of relevant administrative and support systems, process design and improvement, and monitoring.

A3 Good knowledge and understanding of relevant policies, legislation and regulations and their impact on the College and the University.


Desirable

B1 Knowledge of national policies and initiatives that are impacting on the provision of research degree programmes and researcher careers in the UK.

B2 Understanding of sector-wide issues affecting the College of Medicine, Veterinary Medicine and Life Sciences and University.


Skills

Essential
C1 Excellent organisational skills with ability to work independently and to prioritise own work using own initiative.
C2 Excellent Report and minute writing skills.
C3 Good level of numeracy and financial competency
C4 Analytical and problem solving capability.

C5 High level of proficiency in IT including the use and manipulation of: relational databases; student information systems (for registration and financial aid such as MyCampus); spreadsheets; and other tools such as SharePoint and Moodle.

C6 Proven excellent interpersonal skills with high level of communication skills (oral, written and electronic).
C7 Attention to detail


Desirable
D1 Experience of using MyCampus or similar student systems.
D2 Experience of using financial packages such as Agresso.
D3 Experience of using reporting tool such as Qlikview.
D4 Experience of creation and management of website using Terminal Four (T4).


Experience

Essential
E1 Experience of working in a busy administrative environment, dealing with a wide range of colleagues and different departments with conflicting priorities
E2 Experience of service delivery and building customer relationships.
E3 Experience of PGR administration


Desirable
F1 Experience of working in a Higher Education environment
F2 Experience in working with research council funde
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