Job Purpose

To provide a range of professional administrative support to Academic Collaborations service within Academic Policy & Governance (APG)(AC), in all areas of collaborative provision to ensure effective support for the management of the University's degrees which operate in conjunction with other institutions, with particular focus on our TNE provision.

Main Duties and Responsibilities

1. General Office Support

Provide effective support to staff in Academic Collaborations, including the TNE team, to assist them in functioning efficiently. This will include arranging meetings and travel, diary management and following up of actions. Act as first point of contact for enquiries and deal with these as appropriate, whilst escalating more complex enquiries. Manage the generic mailboxes ensuring enquiries are routed and resolved.

2. TNE Specific Support

Provide administrative support for a wide-ranging portfolio of TNE activity in support of the work of the TNE team within APG.

Arrange programmes of activity for high level incoming and outgoing visits. Provide support for marketing activity and webpages.

Provide materials for University newsletters. Collate and file Individual Income Tax reports.

3. Committee Support

Provide administrative support for a range of internal and external committee meetings to ensure effective support for committee members. This will include scheduling meetings, formatting and circulating papers and prompting follow-up actions. Take notes at meetings and draft committee minutes for several boards including meetings involving partner institutions.

4. Data and workflow management

Assist with the system for approval, monitoring and review of academic collaborations, ensuring all collaborations are recorded on the system.

This includes:

• Coordinating several defined processes for the circulation and approval of proposals.

• Creating records in the collaborations record system in line with agreed requirements.

• Uploading relevant documentation and amending records considering the completion of pre­established milestones in the lifecycle of collaborative activity.

• Creating and disseminating reports on a planned and ad hoc basis which detail past, current and predicted collaborative activity.

5. Contribute to longer term planning within the Office and support the development and implementation of new initiatives.

6. Assist with general administrative support and contribute to the smooth operation and management of the Office, including managing files (in electronic and paper format as appropriate), providing data for responses to FOI requests and other information in a fit-for-purpose and efficient filing system.

7. Undertake other duties as assigned by managers.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1  Scottish Credit and Qualification Framework level 7 (Advanced Higher/Scottish Vocational Qualification level 3, Higher National Certificate), including advanced Higher English or equivalent.

A2  Broad understanding of University structure and policies, practices and procedures.

A3  Working knowledge of Microsoft office and relevant social media platforms.

Desirable:

B1  Working knowledge of Data Protection and Freedom of Information legislation.

Skills Essential:

C1  Highly proficient in the use of Outlook, Word, Excel and other standard IT packages.

C2  Good interpersonal skills and proven ability to interact with others using appropriate diplomacy, assertiveness and discretion.

C3  Excellent written and oral communication.

C4  High degree of accuracy and attention to detail.

C5  Ability to plan and prioritise workload, multi-task and work to deadlines.

C6  Ability to use initiative and work proactively with limited supervision.

C7  Ability to work as a member of a team.

C8  Ability to respond and adapt to changing priorities.

C9  A positive and enthusiastic approach to work.

Desirable:

D1 Demonstrable skills in updating websites using appropriate software e.g. T4.

Experience Essential:

E1  Experience of working in an office environment within a relevant role.

E2  Experience of data management, manipulation and reporting; using and maintaining databases.

E3  Experience of recording meetings and minute taking.

Desirable:

F1  Experience of working in a Higher Education environment.

F2  Experience of using MyCampus (student record system).

Terms and Conditions

Salary will be Grade 5, £26,038 - £30,505 per annum.

This post is full time and fixed term to cover maternity leave for up to circa 9 months from start date  or until the substantive post holder returns.

Closing Date: 23:45 20th March 2025

Please Note: If you are a current employee of the University of Glasgow, please be advised that the University would consider an internal secondment opportunity for this post. University of Glasgow applicants should seek clearance for release for internal secondment from their line manager before making a formal application.

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 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.