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Doctoral Training Programme Administrator

2 months ago

Glasgow, Glasgow City, United Kingdom University of Glasgow Full time
Job Purpose

As a key member of the University of Glasgow's team, we are seeking an experienced and highly organized individual to provide efficient and effective administrative management and coordination of Doctoral Training Programme (DTP) Awards. This role involves providing administrative support to Principal Investigators, academic staff, and students, as well as managing the recruitment process, financial management, and coordination of lab rotations and projects.

Main Duties and Responsibilities

  1. Monitor DTP budgets to ensure no overspend, review spend against available funding, and provide regular updates as required.

  2. Produce regular budget reports with detailed financial forecast information and spend profile for Principal Investigators, grant holders, and funding bodies, ensuring all expenditure is eligible and in line with funder terms and grant conditions.

  3. Lead and manage the student recruitment and selection process, including preparing and advertising studentships, managing applications, and coordinating interviews and outcomes.

  4. Provide administrative support to Principal Investigators and academics, creating and developing effective administrative processes to enhance service delivery, and contributing to the design of courses.

  5. Organize and clerk DTP committees, drafting agendas, collating and circulating papers, taking minutes, and following up on actions as required.

  6. Lead on the planning, coordination, and delivery of lab rotations, mini projects, DTP training programmes, and other events, evaluating feedback and making improvements.

  7. Act as the first point of contact for student queries, overseeing financial aid and assisting in resolving student issues and concerns.

  8. Ensure students have access to all appropriate services within the University, setting up resource spaces and utilizing systems such as Moodle and Microsoft Teams.

  9. Create and update programme handbooks for individual DTPs, in consultation with academic and administrative colleagues.

  10. Research, collate, organize, and edit material for inclusion in reports and documents, as required.

  11. Be actively involved in collaborative working to establish a communication network for students, Principal Investigators, and supervisors across all partner institutions.

  12. Ensure web pages and other relevant DTP media platforms are kept up to date, and lead on induction programmes, events, and training content.

  13. Ensure compliance with University procedures, regulations, legislation, and operational decision-making.

  14. Work with DTP team colleagues across the MVLS DTP portfolio, providing regular administrative support with regards to recruitment, induction, events, and general administration duties.

Knowledge, Qualifications, Skills, and Experience

Essential

  • A1: Ability to demonstrate the competencies required to undertake the duties associated with this level of post, having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s).
  • A2: Extensive knowledge of developing and implementing administrative systems.

Desirable

  • B1: Understanding of the funding and issues affecting the relevant postgraduate research student environment.
  • B2: Good knowledge and understanding of relevant policies, legislation, and regulations and their impact on the College and the University.

Skills

  • C1: Excellent oral and written communication skills.
  • C2: Excellent numeracy and financial management skills.
  • C3: Excellent IT skills and use of bespoke systems such as Mycampus, Moodle, and Microsoft Teams.
  • C4: Excellent planning and organizational skills with the ability to work independently and prioritize own work and targets.
  • C5: Able to work proactively, multi-task, use initiative, problem solve, and manage tight deadlines in a changing environment.
  • C6: Report and minute writing skills.
  • C7: Analytical and problem-solving capability.
  • C8: Highly developed and proven interpersonal skills, including tact, diplomacy, and discretion.
  • C9: A creative and proactive approach to preventing and solving problems, while influencing others to adopt the solutions.
  • C10: Ability to manage multiple projects and schedule, prioritize, and balance workload to meet deadlines.

Desirable

  • D1: Experience of MyCampus.
  • D2: Experience of Agresso.
  • D3: Experience of Joint Electronic System (JeS).
  • D4: Experience of creation and management of website using T4 or similar.

Experience

  • E1: Relevant administrative experience gained in a postgraduate educational setting.
  • E2: Experience of servicing formal committees, including accurate minute-taking, timely collation and distribution of papers, and follow-through on actions.
  • E3: Experience of providing high-quality advice on matters relating to service users' affairs and regulations/codes of conduct.
  • E4: Process management experience at an appropriate level in a complex organization.

Terms and Conditions

Salary will be Grade 6, £32,332 - £36,024 per annum. This post is full-time and open-ended. As a valued member of our team, you can expect a warm, welcoming, and engaging organizational culture, where your talents are developed and nurtured, and success is celebrated and shared. A flexible approach to working is also expected.