University of Glassgow

University of Glassgow

Administrative Assistant

Administrative Assistant

Job Purpose

To provide administrative support for academics, administrative staff, postgraduate research students, and research area.

This role will be based at Glasgow Royal Infirmary.

Main Duties and Responsibilities:

  • Organisation of meetings, including arranging the logistical considerations (catering, room booking, expenses), preparing and distributing materials, and any other additional duties and follow-up actions as required.
  • Maintain budget tracking and supporting documentation.
  • Prepare documents, presentations and other materials to a clear brief, using established formats and standard software packages.
  • Prepare and manage communications and engagements with a range of stakeholders.
  • Set short-term priorities or work schedules, assigning straightforward and routine tasks to others, to ensure operational efficiency.
  • PA support to the director of the Scottish Alliance for Food, including management of email enquiries, appointment requests, booking travel and managing expenses for external engagements.
  • Any other general administrative duties as and when required.
  • Knowledge/Qualifications


  • A1. 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 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.
  • A2. Up-to-date knowledge of Microsoft Office Packages. including Word, Excel, PowerPoint and Outlook.
  • Desirable:

  • B1 Knowledge of University systems eg. Agresso, Ivanti
  • Skills


  • C1. Ability to undertake tasks in a timely manner and to an acceptable standard.
  • C2. Ability to work flexibly and as part of a team.
  • C3. Ability to communicate clearly, clarifying requirements, responding to colleagues and students.
  • C4. Effective planning, organising and prioritising.
  • C5. Ability to work well under pressure and to tight deadlines.
  • C6. Excellent attention to detail.
  • C7. Ability of ensure all tasks are carried through to completion.
  • C8. Ability to adapt to new systems.
  • Experience


  • E1. Relevant experience of providing general administrative support in a professional environment with competing demands.
  • E2. Experience of diary management.
  • Desirable:

  • F1. Experience of providing support to scientists or academics
  • F2. Experience of supporting the development or implementation of communication strategies via social media or websites
  • F3. Experience of supporting the organisation and management of stakeholder events or meetings with a medium to large attendance
  • For informal enquiries regarding this post, please contact Professor Emilie Combet at [email protected].

    Terms and Conditions

    Salary will be Grade 4, £22,681 - £25,138 per annum pro rata.

    This post is part-time (10.5 hours per week) and is fixed-term (until March 2027).

    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 - pensions handbook https: // www., benefits and discount packages.

    3 A flexible approach to working.

    4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https: // www.

    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 https: // www.

    We endorse the principles of Athena Swan https: // www. 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. for more information.

    Vacancy Ref : 144848 Close Date : 20-May-2024 23:45

    Job details


    Administrative Assistant


    University of Glassgow


    United Kingdom


    May 07, 2024

    Application deadline

    May 20, 2024

    Job type



    Business and Economics

    About the employer

    The University of Glasgow was established in the year 1451 by papal bull. It is among the 4th ancient universities in Scotland and the fourth-oldest university in the USA. It was a part of the Scottish Enlightenment along with Edinburg, St. Andrews, and Aberdeen during the 18th century. Among the ancient universities in the UK, the University of Glasgow is one of the eight institutions that award undergraduate and graduate degrees in popular disciplines. The university comprises four colleges that include the College of Science & Engineering, College of Arts, College of Medical, Veterinary & Life Sciences, and College of Social Sciences.

    The university is spread over different campuses. The main campus is the Gilmorehill campus situated in Hillhead. The campus in the Garscube Estate in Bearsden houses the Veterinary School and sports facilities of the university and Dental school, the medical section is taken care of at Gartnavel Royal Hospital located on Great Western Road. Moreover, the Crichton campus and the teaching center at the Queen Elizabeth University Hospital in Dumfries are jointly operated by the Open University, the University of the West of Scotland, and the University of Glasgow.

    The University of Glasgow has 30,000 undergraduate and postgraduate students from over 140 countries worldwide. It is a major employer in the city of Glasgow with more than 8,000 staff, including more than 3,400 research and teaching staff. The university is a member of the prestigious Russell Group of leading UK research universities

    The university has introduced the World-Changing Alumni award for celebrating the excellent performance of the notable alumni. The winners include Susanne Mitschke in 2017 and Matt Fountain in 2016. Some of the other notable alumni who are now being recognized by the world include the three Prime Ministers namely Bonar Law, Sir Henry Campbell-Bannerman, and William Lamb.

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