Job Purpose

As a member of the Teaching Resource and Planning team, you will play a central role in establishing the team within the team within the School's Learning & Teaching support department, working in partnership with subject matter experts across the School and support senior colleagues in any activities related to teaching planning and delivery across the School.

You will provide administrative support for all processes within the remit of the Teaching Resource and Planning Manager. These include, but are not limited to academic workforce planning, timetabling activities, course and programme approval processes and student visa holder attendance monitoring.

You will work closely with the Teaching Resource & Planning Coordinator to support data gathering and cleansing activities, to enable the School Leadership in information-driven decision making.

You will assist local process design and improvement initiatives with activities such as process mapping and stakeholder communication.

You will support a variety of stakeholders to aid the design and effective implementation of key operational activities designed to deliver teaching across the School. A key deliverable of the wider team, which you will support, will be to manage and coordinate the planning of the delivery of teaching, through the School's workforceplanning cycle, incorporating workload management and teaching planning.

Focussing on data entry and information gathering, you will work collaboratively with academic and professional services colleagues to support the development, streamlining and improvement of key teaching-related operational processes, including timetabling, course capacity and delivery planning as part of the teaching delivery cycle.

In pursuit of service excellence, you will provide administrative support to several School projects, and to College and University projects where appropriate.

 Main Duties and Responsibilities

1.  Data gathering, entry and manipulation of teaching provision planning data.

2.  Carry out student attendance monitoring activity, which includes student facing activity such as sending inquiry emails to students.

3.  Assist in the creation of reports and presentations to assist senior management in decision making.

4.  Develop subject matter expertise around the School's workload model policy to assist Heads of Subject with workload model data capture.

5.  Develop subject matter expertise around the School's Immigration Compliance policy to carry out compliance checks across the School's student population.

6.  Provide planning and clerking support to the School's Learning & Teaching Committee, including minuting, capture and follow-up of action points and other activities as required by the Committee Chair and Vice Chair.

7.  Responsible for the delivery of an efficient and effective administrative service to support any of the School's learning and teaching resource planning activities, including liaison with key partners both internal and external to the School.

8.  Contribute to the administration of the programme and course approval process, including the managing and coordination of relevant documentation, data entry to core systems and provision of timely updates to senior colleagues.

9.  Deliver an excellent customer experience, using knowledge and judgement to provide first-contact resolution for general inquiries from a variety of stakeholders, relating to academic workload planning, course and programme approval, student visa monitoring and further activities within the remit of the team.

10.  Contribute to a culture of continuous improvement through identifying and supporting the implementation of process improvements to enhance the student and staff experience.

11.  Plan and prioritise own workload, anticipating pressure points in the academic year, to ensure that deadlines are met, and an efficient service is provided to staff and students.

12.  Provide administrative support to academic staff in support of School activities, developing good relationships with key internal and external stakeholders.

13.  Ensure full compliance with University-wide policies and procedures, including in relation to the management of confidential information and personal data.

14.  As part of the Professional Services team flexibly support the range of Learning and Teaching activities of the School by undertaking any other relevant duties appropriate to the post/grade.

15.  Undertake any other relevant duties as directed by Teaching Resource & Planning Manager in line with the UofG job profile.

Knowledge, Qualifications, Skills and Experience 

Knowledge/Qualifications 

Essential

A1 Scottish Credit and Qualification Framework Level 7 (HNC, VQ3, Highers, City & Guilds or equivalent), or ability to demonstrate the competencies required to undertake the duties associated with the level of post, having acquired the necessary knowledge and skills in a similar role.

A2 Excellent IT literacy, including Microsoft 365 package, particularly Excel.

Desirable 

B1 Knowledge of process improvement and/or project management practices (Six Sigma/Lean/PRINCE2/APMP etc.).

B2 Knowledge and understanding of the University structures, policy, practices and procedures.

B3 Knowledge of the University systems, e.g. PIP, CMIS, MyCampus, Moodle, T4 software.

Skills 

Essential 

C1 Ability to understand and apply policies, regulations, guidelines and standard operating procedures relevant to the role.

C2 Excellent organisational and planning skills, with proven ability to use own initiative, exercise independent judgement, work under pressure, prioritise own workload and meet tight deadlines.

C3 Excellent communication and presentation skills, both verbal and written.

C4 Excellent analytical abilities to quality check large data sets and to carry out data entry and manipulation tasks.

C5 Excellent customer service and stakeholder support skills.

C6 Excellent ability to support others to deliver a high-performance service culture in a participative manner.

C7 Ability to handle confidential information and sensitive matters with absolute discretion and tact.

C8 Ability to work in way which is compatible and consistent with University values and the Glasgow University Professional Behavioural Framework.

Desirable

D1 Use of specialist Microsoft (or comparable) software such as Access, Visio, Project, Power BI.

D2 Ability to clerk meetings, including preparation of papers, meeting organisation, note taking and communication of actions.

Experience

Essential

E1 Significant experience of delivering a customer-focused service to a very high standard.

E2 Experience of working with complex datasets, data entry, extracting reports and resolving related problems.

E3 Experience of building and maintaining strong and productive working relationships with colleagues and stakeholders of different levels of seniority.

E4 Experience of supporting process design or process improvement activities in a complex organisation.

Desirable 

F1 Experience within a higher education setting, including knowledge of administrative and organisational systems.

Terms and Conditions

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

This post is full time (35 hours per week)and fixed term for up to 2 years in the first instance.

Closing Date: 13 March 2025 at 23:45.