Doctoral Training Hub Administrator
University of Glasgow
United Kingdom

Job Purpose

Responsible for the provision of an innovative student and academic focussed service providing end-to-end administration for a quantity of the College of Science and Engineering Centres for Doctoral Training and other funded cohort graduate programmes. 

To be the main day to day point of contact for specific CDT(s) and / or other funded doctoral centres, to clarify and implement all administrative processes to provide effective and efficient operational support to the students, DTH Manager. Centre Directors and Management Team.
Reports to:
CoSE Doctoral Training Hub Manager (Line Manager) and DTH Coordinator for specific doctoral training centre requirements.

Main Duties and Responsibilities

1. Management
• Responsible for providing support and advice to the Centre Directors and Management Team, as required, throughout the lifetime of each DTH program
• To work as part of a cross functional team to support the ambitious delivery, management and administration of specific CDT
• Support the management of the financial and business processes to ensure that the DTCs deliver on their forecasted budgets and key performance indicators
• To participate in an ethos of continuous improvement, ensuring that any deviations to performance or process are highlighted, to support investigations
• Assist the DTH Manager with the dissemination of risk reports and lessons learnt across the Doctoral Training Hub, as appropriate
• Support the administration of an effective recruitment programme
• To place requisitions and coordinate purchase orders, as required, for the operational resources of the DTH, events, equipment and services and ensure that services and items are delivered on time and within agreed budget
• Be first point of contact for all student and staff queries relating to the DTH or specific CDT, providing effective advice, guidance and resolutions
• To maintain accurate DTH centre specific records to cover all operational aspects
• Manage Academic visitors, ensuring appropriate accommodation and lecture arrangements are organised
• Liaise with Graduate School support to ensure that changes to student status (interruptions, extensions, transfers etc.) are supported and transacted appropriately
• Assist in the preparation and distribution of documentation for meetings and to minute meetings where appropriate
• To ensure that all students are registered at all centre specific HEI partners
• To manage specific doctoral centre email boxes
• To manage all records and files associated with the DTH in an accurate and orderly manner and to ensure consistency of approach across all centres in the DT Hub
• To plan and deliver effective administrative support for DTH management and administration

2. Planning
• To plan, coordinate and manage the day to day administrative activities to support delivery of the overall objectives of the specific CDT
• Maintain the planned and actual calendar of events for specific CDTs and to communicate activities proactively, as appropriate
• To support the delivery of the DTH centre specific research and skills training program by ensuring that all elements of each program are accurately recorded for each student, cohort and DTH as necessary 

3. Student Experience
• To coordinate and administer student travel and placement opportunities, as required
• Support the coordination of events and conferences, which will be set up and managed by DTH cohorts
• To be the key initial point for contact for students, as appropriate, and to support the resolution of any requests or queries utilising the full cross functional team

4. Marketing & Communications
• Support the DTH Manager and DTH Coordinator in the delivery a marketing plan appropriate for each centre
• Provide administrative support to students to support the delivery of DTH cohort managed events and conferences
• CDTs involving other HEIs only: Day to day communications with key contacts in all HEIs to provide an efficient and effective service in support of each CDT
• Updating the website for specific CDTs, as directed
• Updating Social Media for specific CDTs, as directed

5. Financial Management
• To provide status reports, as required

6. Governance
• To ensure that all files and records are accurately maintained
• To prepare regular and ad hoc management status reports for the DTH Manager, DTH Coordinator, Centre Directors and Management Teams

7.Other Responsibilities
• Undertake any other tasks commensurate with role, as directed by the DTH Manager or DTH Coordinator

Knowledge, Qualifications, Skills and Experience

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 role(s). Or: 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 HR role. 
A2 Working knowledge of postgraduate education and postgraduate researcher development training requirements.
A3 An understanding of the management of course delivery and support.

B1 Operational knowledge of file management systems / customer management systems
B2 Knowledge and understanding of the University’s structure, policies and procedures.

C1 Proven skills in planning, organising and prioritising effectively.
C2 Excellent interpersonal skills, able to handle situations with tact and diplomacy
C3 Excellent communication skills both oral and written.
C4 Excellent IT skills including a detailed operational knowledge of spreadsheets and databases.
C5 Excellent proficiency in technologies including Microsoft Office.
C6 Ability to create and operate spreadsheets, including the use of formulae.
C7 Self-motivated with proven ability to work effectively with little supervision.
C8 Evidence of the willingness and ability to learn new IT skills as required.
C9 Ability to handle confidential and sensitive matters with absolute discretion and diplomacy.
C10 Ability to work as part of a team.
C11 Proven ability to deliver projects on time to pre-determined deadlines.

D1 Experience of learning platforms eg moodle.

E1 Experience of working within a similar related role. 
E2 Experience of event management.
E3 Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation, using initiative and judgement to proactively resolve issues.
E4 Previous experience of other software packages supporting enquiry management, student records and financial transactions such as My Campus, t4, Agresso.

F1 Experience of PGR or Finance administration, supporting both staff and students.
F2 Experience of working in Higher Education.


Standard Terms & Conditions

Salary will be on the Management, Professional and Administrative Grade, level 5, £22,017 - £26,243 per annum.

This post is full time (35 hours per week) and is fixed term until 30 August 2022.

New entrants to the University will be required to serve a probationary period of 6 months.

The successful candidate will be eligible to join the National Employment Savings Trust (NEST) Pension Scheme.

It is the University of Glasgow’s mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment.

We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equality.

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