At a Glance
- Tasks: Provide high-level project and administrative support for a health research programme.
- Company: Join a welcoming university with a focus on equality, diversity, and inclusion.
- Benefits: Enjoy 41 days of leave, flexible working, and a free gym membership.
- Other info: Great career growth opportunities in a supportive environment.
- Why this job: Make a real impact in health research while developing your skills.
- Qualifications: Experience in administration and strong organisational skills are essential.
The predicted salary is between 28031 - 31236 £ per year.
Job Purpose
Reporting to the Programme Manager, the post holder will provide a broad range of high-level project and administrative support services to the UKRI-funded Policy Modelling for Health research programme.
Based in the School of Health and Wellbeing (SHW) and working with colleagues across the UK-wide network of partner universities and organisations, you will contribute to the achievement of the programme’s strategic objectives by delivering a proactive, efficient and flexible range of administrative and programme support activities.
You should have significant relevant experience in a similar role and proven experience of complex diary management, meeting organisation and support, including producing meeting materials and minute taking, and in-person team meeting planning and coordination.
Main Duties and Responsibilities
- Proactively and confidently act as a primary point of contact for the programme.
This will involve monitoring, responding to and progressing enquiries, filtering issues and seeking independent resolution.
- Plan and prioritise work activities for the short and medium term, with oversight from the Programme Manager, and exercise initiative and judgement to adjust priorities as required.
- Provide secretarial and administrative support to Policy Modelling for Health (also known as Health Mod), including diary management, travel, managing and organising the team inbox and correspondence, and some stakeholder engagement to support efficient programme administration.
- As required, support and coordinate the preparation and distribution of documents, presentations and reports on behalf of Health Mod, with the support of the Programme Manager and Director.
- Arrange and coordinate virtual and in-person Health Mod meetings, ensuring all necessary pre‑meeting arrangements are in place; for example, venue enquiries, booking rooms, catering, equipment, preparation and distribution of agenda and associated meeting papers, preparation of minutes, dealing with expense claims, etc.
- Proactively support the planning and delivery of a range of Health Mod events, which may include webinars, workshops, conferences, and in-person team meetings.
- Support the Programme Manager with programme records management and Share Point filing (for example, the Risk Log and Impact Log, and the Work Package folders) and reporting to the funders (for example, UKRI Annual Reporting and Research Fish).
- Support the Programme Manager with the financial management of the Health Mod budget, processing transactions and expenses and maintaining spreadsheets to ensure they remain up to date based on agreed reporting cycles.
- Provide administrative support to the Programme Manager, Director and Executive Management Team as required. This may include diary support for the Director.
- Undertake other appropriate activities depending on the needs of the programme, in agreement with and supported by the Programme Manager.
- Knowledge, Qualifications, Skills and Experience
- Knowledge & Qualifications
Essential
- A1 Ability to demonstrate the competencies required to undertake the duties associated with this post, having acquired the necessary knowledge and skills in a similar role, or: A Scottish Credit and Qualification Framework Level 7 (Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.
- A2 An up-to-date knowledge of applying Microsoft Office suite programs/applications including Word, Excel, Teams, Power Point, Outlook, Share Point and One Drive.
Desirable
- B1 Knowledge of higher education policies and procedures.
Skills
Essential
- C1 Excellent administrative, secretarial and project support skills, including minute-taking.
- C2 Ability to communicate clearly verbally and in writing to ensure effective reporting and customer service.
- C3 Effective planning, organising and prioritising.
- C4 Ability to undertake assigned tasks in a timely manner and to a high standard.
- C5 Meticulous attention to detail.
- C6 Tact, diplomacy, discretion and confidentiality.
- C7 Flexibility and willingness to adapt to changes.
- C8 Initiative and judgement to resolve problems independently.
- C9 Self‑motivation.
- C10 Ability to successfully work as a member of a small team.
- C11 Ability to work to tight deadlines within a pressurised environment.
- C12 Ability to contribute to on‑going operational and procedural efficiency improvements in an office environment.
- C13 Effective IT and numeracy skills.
- C14 Detailed knowledge of relevant systems, equipment, processes and procedures including software packages.
Experience
Essential
- D1 Significant relevant experience in a similar role.
- D2 Proven experience of complex diary management.
- D3 Proven experience of meeting support, including experience of organising rooms, producing and circulating meeting materials and minute taking.
- D4 Experience of applying judgement, policies and procedures.
- D5 Experience of processing financial transactions and maintaining accurate records of expenditure, including processing invoices, expenses, fees, monitoring budgets and raising requisitions.
Desirable
- E1 Prior experience of an administrative role supporting large, complex projects in Higher Education or similar.
- Terms and Conditions
Salary will be Grade 5, £28,031 - £31,236 per annum.
This post is full time (35 hours per week) and open ended with funding available up until 31st March 2028.
Benefits
- A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.
- An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook benefits and discount packages.
- A flexible approach to working.
- A commitment to support your health and wellbeing, including a free 6-month Uof G Sport membership for all new staff joining the University
We believe that we can only reach our full potential through the talents of all.
Equality, diversity and inclusion are at the heart of our values.
Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University.
Read more on how the University promotes and embeds all aspects of equality and diversity within our community
We endorse the principles of Athena Swan and hold bronze, silver and gold awards across the University.
We are investing in our organisation, and we will invest in you too. Please visit our website for more information.
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Programme Administrator in Glasgow employer: University of Glasgow
The University of Glasgow is an exceptional employer, offering a supportive work culture that prioritises professional development and inclusivity. As a part-time Small Animal Oncology Clinician, you will benefit from a competitive salary, generous pension contributions, and the opportunity to engage in meaningful research while contributing to the education of future veterinary professionals in a vibrant academic environment.
StudySmarter Expert Advice🤫
We think this is how you could land Programme Administrator in Glasgow
✨Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like University of Glasgow.
✨Tap into Professional Associations
Check out associations like the Institute of Healthcare Management. They often have job boards, networking events, and conferences that are perfect for connecting with potential employers in health sciences administration.
✨Stay Updated with Industry Trends
Follow health policy news and trends—being knowledgeable about the current landscape will not only help you in interviews but also make you stand out as a candidate. You can discuss recent developments and their implications when chatting with folks at University of Glasgow.
✨Apply Through Our Website for Better Visibility
When you find roles that excite you, especially at places like University of Glasgow, don’t forget to apply through our website. This can sometimes give you an edge by showing the employer you’re savvy and committed to finding the right fit.
We think you need these skills to ace Programme Administrator in Glasgow
Some tips for your application 🫡
Highlight Your Relevant Experience:When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at University of Glasgow.
Showcase Your Administrative Skills:Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at University of Glasgow.
Craft a Meaningful Cover Letter:Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to University of Glasgow. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job:Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at University of Glasgow. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at University of Glasgow
✨Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
✨Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
✨Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
✨Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research University of Glasgow’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
