Administrative Assistant

Job details

Posted 15 January 2026 Salary Grade 5 £ 28,031 - £31,236 per annum End date 10 March 2026 Location Glasgow Job Type Management Professional & Administrative Reference 190993 Expiry 10 March 2026 at 23:45

Please Note:

The University would consider a secondment opportunity for this post. Applicants should seek clearance for release for secondment from their employers / line manager before making a formal application.

To provide administrative support within the School on all PGR administrative activities, working in conjunction with the PGR convenors to support the smooth running of the PGR activities portfolio.

• To act as first point of contact responding to all PGR related enquiries that come from students, supervisors and convenors, ensuring that requests are dealt in a timely and efficient manner. To apply initiative and judgment to resolve any complex queries, liaising with colleagues in the Graduate School and External Relations as appropriate.
• To take responsibility for all administrative aspects of the PGR cycle, from applications to viva examinations, ensuring that processes are followed and adhered to correctly. To commit fully to a culture of continuous improvement to enhance student and staff experiences.
• To ensure that the school’s PGR administrative procedures and processes are implemented and carried out in line with the University legal and regulatory requirements. These include (but are not limited to) students academic records and UKVI Visa Monitoring procedures ensuring full compliance with GDPR and UKVI regulations.
• To ensure information and data recorded within University Systems are accurately updated and maintained, such as MyCampus, PGR Progress Review, Thesis Administration Process related to students work and be willing to learn any new system that might be implemented in the future.
• To be the main point of contact for any student financial queries and be responsible for meeting PGR financial deadlines such as bench fees, project codes and stipends at the start of every new academic year. Keeping an accurate record of student financial details to ensure correct information exchange with university services and MVLS financial aid, and monitor students’ accounts for any outstanding payments.
• To actively support Thematic Theme Directors, Senior Academics, School Committees, and HoPS with diary management, meeting organisation, minute taking, and any other duties as required.
• To provide a wide range of proactive administrative support to staff, students, and with the school activities. The tasks include (but are not limited to) travel booking, PA support, event organisation, catering booking, and general finance duties as appropriate.
• To be responsible for managing task allocation and performance monitoring for a G4 administrative assistant/PGR support.
• Any other duties as required by the line manager or the Head of Professional Services.

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 level 7 (Advanced Higher / Scottish Vocational Qualifications level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

B1. Knowledge of administrative procedures within a governance or legislative framework.

C1. Able to ensure efficient processing of tasks and activities while complying with policies, procedures, and legislative frameworks, such as GDPR and Student Visa Monitoring.

C2. Excellent attention to detail, ensuring accuracy of the data kept.

C3. Excellent written/verbal communication and customer service skills, ensuring to act professionally, with empathy, tact, and diplomacy.

C4. Proactivity and excellent organisation skills to ensure effective planning and prioritising.

C5. Developed analytical and problem-solving skills. Ability to take initiative and use judgment to resolve complicated issues.

C6.…