Pgr Administrative Assistant

**Job Purpose**
To provide comprehensive and proactive administrative support for the James Watt School of Engineering, supporting the processes and procedures relating to Postgraduate Research (PGR) students. Working closely with the PGR Administrator, contributing to providing an excellent service and experience for PGR students, PGR applicants and staff to ensure the overall smooth running for the School.

**Main Duties and Responsibilities**-2. Ensure proactive support for new PGR students to the School, giving advice to students and supervisors on a variety of issues, as well as School processes and procedures.
3. Assist with the twice yearly annual progression process for PGR students. Taking responsibility for ensuring that all APR forms are sent to the required students via the Mycampus system and that any issues with the operation of the system are escalated and resolved in a timely manner. Run regular reports to ensure that both students and staff complete their sections of the form on time, sending reminders as required, and providing regular updates to the PGR Administrator Progressing students on the system when outcomes are complete.
4. Assist with the Tier 4 compliance process for PGR students in the School, by highlighting any issues with non-compliance with PGR Administrator.
5. Assist with the appointment process of Demonstrators and monitor the submission of hours worked ensuring Tier 4 limits are adhered to and claims are in line with timetabled hours.
6. Coordinating the organisation of oral examinations for PGR students. Ensuring correct forms are submitted on time, liaising with Examination Committee Convenor and the Graduate School, setting up meetings and arranging venue and catering if required.
8. Assist with the disbursement of stipend payments and tuition fees for School held projects through MyCampus, setting up new item types where required.
10. Assist with organising events, such as School Induction and other relevant PGR events.
11. Provide administrative support as required including responding to a high volume of routine student enquiries. Provide data and other information as required eg collating JES data for the Graduate School and collating sponsor reports.
12. Manage the various student request forms and ensure timely approval by the PGR Convenor before sending to the Graduate School, proactively running reports at regular intervals to ensure that students submit forms on time and students records are up-to-date and accurate.
13. To undertake other administrative tasks as requested.

**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 in a similar or number of different roles or Scottish Credit Qualification Framework level 5 or 6 (National 5 or 6, SVQ level 2 or 3) or equivalent.
A2 Excellent IT knowledge, including a comprehensive knowledge and confident use of the Microsoft Office Suite.

**Desirable**:

B1 Knowledge of University structures, systems (MyCampus, Agresso, Moodle, HRCore), policies and procedures.
B2 Awareness of GDPR, principles of good data management and other relevant guidelines for managing information and files.

**Skills**

**Essential**:

C1 Excellent communication (written and verbal) and interpersonal skills, demonstrating tact, diplomacy and the ability to maintain confidentiality.
C2 Excellent customer care and attention to detail.
C3 To be able to work pro-actively, using own initiative under mínimal supervision.
C4 Flexibility and being able to adapt to situations which require multi-tasking, learning new skills or working under pressure.
C5 Ability to work effectively as a team member or autonomously and with a range of junior and senior colleagues.
C6 Pleasant, professional and positive manner.
C7 Excellent IT skills and the willingness to learn new IT software.

**Experience**

**Essential**:

E1 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 within the role/similar role.
E2 Proven administrative experience including dealing with confidential and sensitive information.

**Desirable**:

F1 Relevant experience of a Higher or Further Education environment.
F2 Experience of working with University IT Systems.
F3 Knowledge of University PGR procedures.

**Dimensions**
Assist with the provision of a PGR service for the James Watt School of Engineering PGR students including thesis pending/writing up students.
There are c500 PGR students plus c100 writing up in the School. Approx 200 of these are Demonstrators.
The strategic plan for the School has been to increase the number of PGR students with the aim of attracting more international students.
There has been success with this o