Join to apply for the Administrative Assistant role at University of Glasgow
Posted 30 October 2025 – Salary Grade 4, £24,685 - £26,707 per annum – End date 20 November 2025 – Location: Glasgow – Job Type: Management Professional & Administrative – Reference 185574 – Expiry 20 November 2025
Job Purpose
To provide an effective and proactive range of administrative support within the School of Infection and Immunity. The postholder will provide general administrative support to the Head of Professional Services (HoPS) and Deputy HoPS by working in a multidisciplinary team to support all School administrative functions including clerking meetings, event organisation, PGR support, communications and dealing with routine enquiries.
Main Duties and Responsibilities
* Assist in day‑to‑day general administrative tasks in support of academics, such as monitoring the enquiries inbox, managing room bookings, processing expenses, arranging travel and accommodation, handling order requests, and maintaining building email distribution lists.
* Maintain consistent and professional internal communications across the School, including contributing to the Sway newsletter, updating SharePoint and the website, scheduling email circulars, managing TV screen content, and promoting events.
* Act as clerk for various School meetings, including Athena Swan, Health and Safety, Centre for Immunology meetings and any ad hoc meetings, ensuring timely organisation and circulation of invites and paperwork; prepare accurate minutes and ensure follow‑up actions are addressed.
* Provide effective administrative support for PGR activities such as overseeing applications, updating decisions on MyCampus, managing viva arrangements, financial aid administration, participating in PGR meetings, and maintaining all local records and trackers.
* Co‑ordinate the Annual Progress Review process for PGR students, ensuring the database is accurate and completed within timeframes.
* Assist with teaching support required by senior academics, liaising proactively with academics to provide an efficient and fully supported administrative resource.
* Support HR activities within the School such as affiliate appointments, organising appointment panels, and processing manager requests as instructed.
* Manage and organise School events, such as Away Days, Open Days, PGR poster days and other relevant events, overseeing arrangements for room bookings, catering and attendance to ensure events run smoothly.
* Co‑ordinate the planning, promotion, and delivery of the School seminar series, including supporting arrangements for international guest speakers.
* Undertake any other relevant professional services support as requested by the HoPS or Deputy HoPS.
Essential Knowledge, Qualifications, Skills and Experience
* A1 – Ability to demonstrate the competencies required for this level of post having acquired the necessary knowledge and skills in a similar role or Scottish Credit and Qualification Framework level 5 or 6 or equivalent, and experience of personal development in a similar role.
* A2 – Up to date knowledge of Microsoft Office packages (Word, Excel, PowerPoint, Outlook).
* C1 – Proven excellent administrative and clerical skills demonstrating accuracy and attention to detail.
* C2 – Excellent planning, organisation, and time‑management skills, with a proven ability to manage multiple priorities, meet deadlines, and deliver high‑quality support in a dynamic environment.
* C3 – Excellent customer service and communication skills with the ability to liaise and communicate professionally with a wide range of people and deal with issues using tact, diplomacy, and discretion.
* C4 – Ability to use initiative and exercise judgement to resolve issues independently, consulting with senior colleagues as appropriate.
* C5 – Ability to work proactively and flexibly, adapting to changing priorities or requirements.
* C6 – Self‑motivation and proven ability to work independently as well as part of an extended team.
* C7 – Excellent IT skills.
* C8 – Flexibility to cope with and adapt to change.
* E1 – Relevant experience of providing general administrative support in a busy office environment with competing demands.
* E2 – Extensive and up‑to‑date experience in delivering high‑quality customer service in a fast‑paced environment (e.g., reception, welcome/information point). •E3 – Proven ability to communicate effectively with colleagues at all levels, including across departments and organisational boundaries.
* E4 – Experience of planning, organising and setting priorities, applying initiative and independent judgement to achieve objectives.
* E5 – Proven experience of problem solving and decision making, involving independent analysis and judgement.
Desirable Knowledge, Qualifications, Skills and Experience
* B1 – Working knowledge of University IT systems eg MyCampus, Ivanti.
* B2 – Working knowledge of Microsoft Sway.
* B3 – Working knowledge of financial administration/procedures and of Agresso or similar Finance system.
* B4 – Knowledge of University structure, policies, and procedures.
* D1 – Willingness to develop new skills and knowledge when required.
* F1 – Experience of providing support to scientists or academics.
* F2 – Experience in engaging with and supporting students in an academic or professional setting.
* F3 – Experience of working in higher education setting.
Terms and Conditions
Salary will be Grade 4, £24,685 - £26,707 per annum. The post is full time and open ended.
For further enquiries on this post, please direct a message to Dawn Mylet, Deputy Head of Professional Services at dawn.mylet@glasgow.ac.uk.
Closing Date
23:45 on Thursday 20th November 2025
Equality, Diversity and Inclusion
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 especially people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under‑represented within the University. We endorse the principles of Athena Swan and hold bronze, silver and gold awards across the University.
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