Job Description

To provide comprehensive and proactive administrative support for the PGR Policy team, supporting the efficient coordination and organization meetings, events and projects, and contributing to data management, document preparation and communications related to student data, committee support, reporting activities and financial / scholarship processing.

Main Duties and Responsibilities

1. Provide administrative/clerical support for auditing and data management (including using MyCampus and the UKRI Je-S system), supporting management of the Online Surveys account, record-keeping and financial administration, preparing committee papers and assisting with managing communications via websites, social media, email, etc.

2. Maintain an understanding of the range of scholarships managed by RIS and the PGR landscape, the changing terms and conditions in the sector and University policy and operations relating to postgraduate researchers. Answer staff and student queries quickly and efficiently, deferring to published internal or external guidance or senior colleagues as needed.

3. 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.

4. Support the range of activity in the team through a comprehensive and reliable administration service, including organizing meetings and events, organizing room bookings and/or travel, supporting committee activities, raising purchase orders and managing financial information in accordance with agreed protocols.

5. 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.

6. 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.