Overview
Location: Glasgow. Job type: Management Professional & Administrative. Salary: Grade 4, £24,685 - £26,707 per annum. Application closing date: 23:45 on Thursday 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 handling routine enquiries.
Main Duties and Responsibilities
* Assist in providing administration support for day-to-day general administrative tasks in support of academics, e.g., monitoring enquiries inbox, room bookings, processing expenses, travel and accommodation arrangements, placing order requests, maintaining building email distribution list.
* 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 (e.g., Athena Swan, Health and Safety, Centre for Immunology) and any ad hoc meetings; ensure timely organisation and circulation of invites and papers; prepare accurate minutes and follow-up actions.
* Provide administrative support for PGR activities, including overseeing applications, updating decisions on MyCampus, managing viva arrangements, financial aid administration, participating in PGR meetings, and maintaining local records and trackers.
* Coordinate the Annual Progress Review process for PGR students, ensuring the database is accurate and completed within timeframes.
* Assist with teaching support required from senior academics within the School, liaising proactively to provide an efficient and fully supported administrative resource.
* Provide administrative support with HR activities within the School, such as affiliate appointments, organising appointment panels, and progressing manager requests as instructed.
* Plan and organise School events (e.g., Away Days, Open Days, PGR poster days), including room bookings, catering and attendance to ensure events run smoothly.
* Coordinate the planning, promotion, and delivery of the School seminar series, including support for international guest speakers.
* Undertake any other relevant professional services support as requested by the HoPS or Deputy HoPS.
Knowledge, Qualifications, Skills and Experience
Essential
* A1: Ability to demonstrate competencies for duties at this post level, with relevant knowledge and skills or equivalent qualifications.
* A2: Up-to-date knowledge of Microsoft Office packages (Word, Excel, PowerPoint, Outlook).
Desirable
* B1: Working knowledge of University IT systems (e.g., 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.
Skills
* C1: Excellent administrative and clerical skills with accuracy and attention to detail.
* C2: Strong planning, organisation and time management; ability to manage multiple priorities and meet deadlines.
* C3: Excellent customer service and communication skills; ability to liaise professionally with a wide range of people and handle issues with tact and discretion.
* C4: Ability to use initiative and exercise judgement to resolve issues, consulting with senior colleagues as appropriate.
* C5: Proactive and flexible, adapting to changing priorities.
* C6: Self-motivation and ability to work both independently and as part of an extended team.
* C7: Excellent IT skills.
* C8: Flexibility to cope with change.
Desirable
* D1: Willingness to develop new skills and knowledge when required.
Experience
Essential
* E1: Relevant experience providing general administrative support in a busy office with competing demands.
* E2: Extensive experience delivering high-quality customer service in a fast-paced environment, including administrative responsibilities.
* E3: Proven ability to communicate effectively with colleagues at all levels across departments.
* E4: Experience planning, organising and prioritising to achieve objectives.
* E5: Experience in problem solving and decision making involving independent analysis and judgement.
Desirable
* F1: Experience supporting scientists or academics.
* F2: Experience engaging with and supporting students in an academic or professional setting.
* F3: Experience of working in a higher education setting.
For enquiries, contact Dawn Mylet, Deputy Head of Professional Services, via email dawn.mylet@glasgow.ac.uk.
Terms and Conditions
Salary: Grade 4, £24,685 - £26,707 per annum. This post is full time and open ended.
Closing date: 23:45 on Thursday 20 November 2025.
We are an equal opportunities employer and welcome applications from all suitably qualified candidates, particularly from groups underrepresented in our community. Read more on equality and diversity at the University of Glasgow.
Further information is available at the University of Glasgow careers site.
Reference: 185574
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