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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 administrative support for our Doctoral Training Programme (DTP). The successful candidate will be responsible for managing the programme's day-to-day operations, ensuring efficient and effective administrative management and coordination of DTP Awards.

Main Duties and Responsibilities

  1. Monitor DTP budgets to prevent overspending, review expenditure against available funding, and provide regular updates as required.

  2. Produce regular budget reports with detailed financial forecast information and spend profiles for Principal Investigators (PIs), 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 for the DTPs, including preparing and advertising studentships, managing applications through Mycampus, and administering applications for distribution to the panel, as well as coordinating and setting up interviews, recording outcomes, and contacting applicants.

  4. Provide administrative support to PIs and other academics with the management of the programme, creating and developing administrative processes to enhance service delivery, and contributing to the design of courses.

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

  6. Lead on the planning, coordination, and delivery of lab rotations and mini projects, DTP training programmes, and other events, evaluating feedback to ensure consistency and reviewing and considering improvements.

  7. Act as the first point of contact for student queries, overseeing financial aid and assisting in resolving student issues and concerns, ensuring students have access to all appropriate services within the University.

  8. Set up resource spaces with access to documentation pertinent to the programme, utilizing systems such as Moodle and Microsoft Teams.

  9. In consultation with academic and administrative colleagues, create programme handbooks for individual DTPs and update them annually.

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

  11. Be actively involved in collaborative working to establish a communication network for students, PIs, and supervisors across all partner institutions, ensuring web pages and other relevant DTP media platforms are continually kept up to date.

  12. Lead on induction programmes and events, training content, and setup as necessary.

  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 other general administration duties.

  15. Undertake any other reasonable duties as required by the DTP Manager.

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 creating and managing websites 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 part of Team UofG, you will be a member of a world-changing, inclusive community, which values ambition, excellence, integrity, and curiosity.

The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK. If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship.

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.