"James McCune Smith Administrator"

Job Purpose

The James McCune Smith (JMS) Scholarship and Development Programme is a flagship programme for the University and a vital part of our efforts to address the under-representation of Black UK PhD students. 

The JMS Administrator will provide a full administrative support service for the successful delivery of all aspects of the Programme which spans all four Colleges within the University. The post holder will be responsible for initiatives and developments that will enhance the student experience and environment for Scholars and ensure that the Programme remains reflective of best practice in the sector. 

From October 2024, there will be over 50 JMS Scholars. As such, the JMS programme is one of the largest programmes supporting Black UK Students in the country. The JMS Administrator will provide a valuable contribution in terms of ensuring the sustainability and growth of the Programme. 

Main Duties and Responsibilities 

1. Delivering an efficient and effective administrative service to support the James McCune Smith Scholars, their supervisors and programme partners. 

2. Managing and monitoring all JMS applications and organising events for prospective applicants. Providing reports and commentary on recruitment to inform future recruitment strategies with particular focus on engagement and attraction of students.

3. Understanding relevant University policies/processes to provide independent, accurate advice to Scholars and supervisors. 

4. Delivering an exceptional service to all JMS scholars across the University: answering complex queries using independent judgement, being proactive and providing information and guidance in advance of queries being received, resolving issues and allaying concerns as they arise. 

5. Managing JMS students’ records: processing financial aid payments and ensuring the accuracy of records. 

6. Organising the JMS Scholar placements, mentoring and networking and training events. 

7. Collaborating with relevant teams to organise anti-racism training for supervisors, ensuring attendance and maintaining accurate records of completion status. 

8. Promoting the programme internally, identifying key contacts within the Colleges to seek out prospective mentors for the programme. 

9. Seeking opportunities externally with industry and other partners in relation to mentoring and financial support. 

10. In collaboration with the Programme Manager and the External Relations team, devising a JMS communications strategy proposing effective ways to promote the programme at marketing events and via online platforms. 

11. Producing regular management information including, programme evaluation data, financial reports and other ad hoc reports as required. Conducting analysis and providing recommendations and conclusions to support future decision making. 

12. Supporting the delivery of a high-profile annual conference, including marketing, liaising with speakers and ensuring prompt processing of invoices.

13. Delivering administrative support for the JMS Steering Board, including distributing papers, taking minutes at meetings and ensuring that actions are completed to time. 

14. Contributing to a culture of continuous improvement through identifying and supporting the implementation of process improvements to enhance the Scholar experience. 

15. Maintaining the JMS webpages and ensuring sources are accurate with up-to-date information for potential applicants, students and staff. Collaborating with the External Relations team to develop a new website to support the student community, and to create social media content to increase user engagement to attract prospective students.

Knowledge, Qualifications, Skills and Experience 

Knowledge/Qualifications 

Essential

A1 Either: 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 role.

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 role. 

Desirable

B1 Knowledge of University and higher education policies and procedures.

B2 Understanding of university systems and structures in relation to postgraduate research study. 

Skills 

Essential

C1 Excellent organisational, time management and planning skills, and an ability to prioritise workload, multi-task, and work to deadlines.

C2 Excellent interpersonal and communication skills (verbal and written), demonstrating tact, diplomacy and discretion, and the ability to deal with a wide range of partners.

C3 Ability to work independently with minimal supervision, be proactive, use initiative and resolve problems.

C4 Ability to work as part of a team, make positive contributions to the Programme, and deliver excellent support to students and staff.

C5 High level of competence in IT skills using the Microsoft Office suite of packages, and other software packages.

C6 Ability to make use of and maintain complex information and processes.

C7 High level of numeracy skills, and ability to work with financial data.

C8 Ability to deliver high levels of accuracy, attention to detail and professionalism.

C9 Strong analytical and problem-solving skills. 

Desirable

D1 Working knowledge of university systems, such as My Campus (or similar student record system), Agresso, Je-S, Moodle and T4. 

Experience 

Essential

E1 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.

E2 Experience of working in a customer-focused environment; anticipating and meeting customer expectations.

E3 Experience of delivering high quality administrative support services to a variety of stakeholders with differing requirements and expectations. 

Desirable

F1 Similar experience of working in a higher education institution, particularly in postgraduate research support.

F2 Experience of creating and maintaining working relationships across and beyond an organisation. 

Terms and Conditions 

Salary will be Grade 5, £25,138 - £29,605 per annum. 

This post is full time (35 hours per week) and fixed term for up to 5 years in the first instance.  

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity. 

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/. 

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 https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/. 

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ 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 https://www.gla.ac.uk/explore/jobs/ for more information.

Vacancy Ref :153229

Close Date :28-Aug-2024 23:45