Doctoral Training Programme Administrator

**Job Purpose**
Provide efficient and effective administrative management and co-ordination of Doctoral Training Programme (DTP) Awards this includes recruitment of students, financial management, point of contact for students and academic staff in any partner universities involved; and where appropriate co-ordination of lab rotations/projects.

**Main duties and responsibilities**
1. Responsible for monitoring DTP budgets to ensure there is no overspend, review spend against available funding and provide regular updates as required.
2. To produce regular budget reports with detailed financial forecast information and spend profile, to the Principal Investigators (PI), grant holders and funding bodies as appropriate whilst ensuring that all expenditure is eligible and in line with funder terms and grant conditions.
4. Provide administrative support to PI’s and other academics with the management of the programme, creating and developing administrative effective and efficient processes to enhance service delivery; and contributing towards the design of courses.
5. Responsible for organising and clerking DTP committees as required, which will involve drafting agendas, collating, and circulating papers, taking minutes and proactively follow up and progressing actions as required.
6. To lead on the planning, co-ordination and delivery of lab rotations and mini projects, DTP training programmes and other events (e.g., conferences/workshops) and evaluate feedback to ensure consistency as well as review and consider any improvements.
7. Act as first point of contact for student queries with oversight of financial aid and where appropriate assist in resolving any student issues and/or concerns. Ensure students have access to all appropriate services within the University. Set-up resource spaces to have access to documentation pertinent to programme, utilising systems such as Moodle and Microsoft Teams.
8. In consultation with academic and administrative colleagues, responsible for the creation of programme handbooks for individual DTPs and the annual updating of them.
9. Research, collate, organise and edit material for inclusion in reports/documents, as appropriate.
10. Be actively involved in collaborative working to establish a communication network for the students, PIs and supervisors across all partner institutions. To ensure the web pages are continually kept up to date as well as other relevant DTP media platforms. Additionally, lead where necessary on Induction programmes and Events plus Training content and set-up.
11. Ensure compliance with University procedures, regulations, legislation and/or to influence operational decision making.
12. Work with DTP team colleagues across all MVLS DTP portfolio, providing regular administrative support with regards to recruitment, induction, events and other general administration duties.
13. Undertake any other reasonable duties as required by DTP Manager

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**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). Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role
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**
**Essential**
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 organisational skills with the ability to work independently and prioritise 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, prioritise 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**

**Essential**
E1 Relevant administrative experience gained in a postgraduate educational setting
E2 Ex