Job Purpose

Provide full administrative support for one of the five Undergraduate (UG) BDS courses, working closely with the academic Course Team. This role also includes supporting the planning and delivery of examinations.

Main Duties and Responsibilities

1. To act as first point of contact for all students and staff (internal/external) in relation to the course and to ensure important information is distributed and communicated to students & staff in good time using the appropriate medium including email.

2. To support the delivery of the course through the preparation and updating of Course Information Documents and other relevant teaching material, making use of electronic software and systems, such as Moodle and MyCampus, where appropriate.

3. To oversee registration and enrolment, create class lists and subgroups, process and monitor student attendance and prepare absence reports.  To support UKVI Student Visa monitoring as required.

4. To co-ordinate examiners and invigilators and liaise with external examiners.  To use appropriate software in production of examination results. To produce and maintain documentation for the collation and retention of exam and assignment marks, ensuring the accuracy of the data entry. To ensure compliance with relevant retention schedule(s).

5. To create, organise and ensure timetables, including external settings, run smoothly by liaising with teaching staff, arranging room bookings etc. and making use of appropriate University systems, such as CMIS.  Communicate this via the University Virtual Learning Environment and make any required timetable adjustments via appropriate electronic systems.  To ensure that clinical timetable templates are set up to allow for NHS appointments to be created and an overview of clinical requirements is available prior to the start of the academic session.

6. To act as clerk to relevant committees: These will include: Staff/Student Liaison Committee, Teaching Committee, Board of Examiners’ meetings, and other ad hoc meetings as may be required by the Course Team.

7. To manage feedback processes in relation to students/staff/patients etc. via a variety of systems including EvaSys.

8. Provide administrative support for the in-year UG mentoring programme including liaising with staff and students, booking rooms, and coordinating meetings.

9. To carry out other duties as directed by Line Manager and others as appropriate.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential: 

A1 Either: 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 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, in Maths and English and experience of personal development in a similar role.

A2 Detailed knowledge of bespoke databases for managing data records e.g. staff/student/HR/finance.

Desirable:

B1 ECDL.

Skills

Essential:

C1 Ability to undertake assigned tasks in a timely manner and to an acceptable standard.

C2 Initiative and judgement to resolve problems independently.

C3 Effective planning, organising and prioritising.

C4 Ability to communicate clearly verbally and in writing to ensure effective reporting and customer service.

C5 Effective IT and numeracy skills, in particular skills in MS Office (Word/Excel).

C6 Well-developed analytical and problem-solving capability.

C7 Accuracy and attention to detail.

C8 Competent user of email, internet and web-based systems.

Experience 

Essential: 

E1 Relevant work experience or evidence of development and progression.

E2 Experience of working under pressure and prioritising workload.

E3 Experience of an administrative role with extensive interaction with people (e.g. students/staff/other customers).

Desirable

F1 Previous experience in relevant university bespoke systems – e.g. student records/ timetabling/finance systems.

F2 Previous experience in an educational and / or clinical environment.

Terms and Conditions

Salary will be Grade 5, £26,338 - £30,805 per annum.

This post is full time (35 hours per week) and open ended (permanent).

 
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 , benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing.

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 here.

We endorse the principles of Athena Swan 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.jobs.gla.ac.uk/benefits-salary-and-flexible-working for more information.
 

Closing Date:  30 April 2025