Job Purpose

The successful candidate will provide high quality administrative support to the Study Abroad Partnerships team and International Relations team within Recruitment & International Relations, contributing towards achievement of the University’s Global Glasgow objectives. The postholder will spend 50% of their week in each team.

The postholder will support a range of activities across both teams, including financial reporting, monitoring financial transactions, logistical bookings for inward visits, liaising with key external international partners.

Furthermore, the postholder will provide support with hosting incoming visits and organising international reputation events, as well as supporting the annual data collection exercise for reporting on the University’s International Partners key performance indicator.

Main Duties

1. Maintain and contribute to the process for monitoring international mobility agreements, ensuring accurate paperwork is processed, stored and logged in shared access drives.  Following established processes, conduct an annual review activity for Mobility Agreements, flagging which agreements are due to expire and ensure timely management of renewal paperwork

2.         Liaise with key contacts at International Partner institutions, ensuring delivery and receipt of all paperwork and correspondence relating to mobility agreements

3.         Act as a Purchasing Officer, source goods and services required to fulfil International engagement activities and raising purchase orders. Advise senior colleagues on the best options in terms of timings and value for money.

4.         Assist with International Summer School and Study Abroad social programme organisation, including booking venues, arranging transport and logistics, and raising PO’s for these activities.

5.          Support the logistical management of visits from international partners through our inwards visit request process. Specific duties include: liaising with colleagues who will meet with/host visitors, room bookings, hospitality bookings, supplying gifts, transport arrangements and any other related items.

6.         Lead on the data capture and input for the key performance indicator (KPI) on International Partnerships which is reported each year. Working with the Head of International Relations, the Deans for Global Engagement and other colleagues, you will have a key role in recording this important data each year.

7.         Monitor several consumables budgets across both teams, tracking various strands of activity including funding schemes and network activity. Track and reconcile expenditure across all budgets, raise POs, goods received, and other general finance transactions

8.         Responsible for a number of shared mailboxes which are used by the International Relations team and respond to queries or follow-up with them according to business need. For example, providing information and guidance relating to internal funding schemes or partnerships.

9.         Other duties as requested by Head of International Relations or Study Abroad & ISS Manager.

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, and experience of personal development in a similar role.

A2 Knowledge of financial processing and excel reporting.

Desirable:

B1 Knowledge of UK Higher Education structures and operations.

B2 Knowledge of the University’s MyCampus system.

B3  Willingness to learn new University-specific IT systems.

B4 Knowledge of the University’s financial model.

Skills

Essential:

C1 Excellent interpersonal and communication skills.

C2 Excellent organisational skills.

C3 Excellent team and independent working skills.

C4 Excellent analytical and problem solving skills.

C5 Demonstrable ability to communicate effectively with stakeholders across all levels.

C6 Excellent IT skills:  including proficient use of Excel spreadsheets to maintain data and financial transactions.

C7 Ability to work flexibly according to business needs.

C8 Attention to detail and ability to maintain accurate records and adhere to established financial processes.

Experience

Essential:

E1 Experience of planning organising and delivering a range of administrative activities in line with business requirements and to meet tight deadlines.

E2 Experience of working with financial processes including raising purchase orders and maintaining several budgets.

E3 Experience of working with internal and external stakeholders.

E3 Experience of delivering a high level of customer service.

Desirable:

F1 Experience of working in an HE environment.

F2 Experience of working with students.

Terms and Conditions

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

This post is full-time (35 hours per week), and has funding up to the 29th August 2025.

Closing Date: 23:45 24th February 2025

The post for which you are applying is considered “registered work” in terms of the Protection of Vulnerable Groups Act. It requires the successful applicant to become a Protecting Vulnerable Groups (PVG) Scheme member prior to appointment. This check is necessary to ensure that the University of Glasgow fulfils its legal duties under the Act.

If you are successful in your application, the offer of employment will be subject to PVG Scheme membership.  Further information is available at: https://www.mygov.scot/pvg-scheme/

Please note that under Section 34(1) of the Protection of Vulnerable Groups (Scotland) Act 2007 it is a criminal offence to apply to carry out or to carry out regulated work from which that individual is barred.