Job Description

To provide comprehensive and proactive administrative support for the PGR team, supporting the efficient coordination and organization of training courses and events, contributing to the management of cross-university scholarships, and providing general administrative support to the overall team.

Main Duties and Responsibilities

• Provide support for the researcher development programme to ensure smooth running of workshops and other events. Ensure that training rooms are prepared for each training course, that trainers/tutors and students are supported, materials organized, and any IT/AV or catering is ordered and set up.

• Use University systems (such as My Campus and HR Core) for the management of course attendance lists and course queries.

• Provide administrative support to the Doctoral Scholarships Coordinator for auditing and data management (including using MyCampus and the UKRI Je-S system), financial administration and communications via websites, social media, email, etc. Accurately record or process student information, following local procedures or using external systems such as GradHub (used by the Scottish Graduate School for the Social Sciences).

• Maintain an understanding of the range of scholarships managed by RIS, the changing terms and conditions under which they operate and University policy and operations relating to postgraduate researchers. Answer staff and student queries quickly and efficiently, deferring to published guidance or senior colleagues as needed.

• Provide a professional response as a first line of contact for routine staff and student queries that come into shared mailboxes and investigate and/or troubleshoot issues. Use Ivanti to raise help desk queries or draw on colleagues around the University to resolve issues, escalating as required. Observe local protocols for managing email traffic to ensure enquiries are neither missed nor answered more than once.

• Support the range of activity in the team through a comprehensive and reliable administration service, including organizing meetings and events, room bookings, booking travel, raising purchase orders and managing financial information in accordance with agreed protocols. Act as a professional first point of contact for external guests.

• Support the production of high-quality materials and documents, such as websites, presentations, reports and formal committee papers and briefings. Take notes or minutes at meetings as requested and take responsibility for meeting actions where required.

• Undertake any such other administrative duties which may occur from time to time as directed by line management or R&I management. Deputies for other support team colleagues as required, ensuring office cover and the provision of a friendly, professional service to RIS staff and guests.

Required Knowledge, Skills, and Abilities

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. Excellent IT knowledge, including a comprehensive knowledge of the Microsoft Office Suite. Confident use of databases and spreadsheets. Knowledge of University systems, policies and procedures. Awareness of GDPR, principles of good data management and other relevant guidelines for managing information and files. Excellent communication (written and verbal) and interpersonal skills, demonstrating tact, diplomacy and the ability to maintain confidentiality. Excellent customer care and attention to detail. To be able to work pro-actively, using own initiative under minimal supervision. Flexibility and being able to adapt to situations which require multi-tasking, learning new skills or working under pressure. Ability to work effectively as a team member or autonomously and with a range of junior and senior colleagues. Pleasant, professional and positive manner. Relevant secretarial / administrative experience or, without relevant qualifications, evidence of progression and development gained through relevant work experience.