Doctoral Training Programme Administrator

Job Purpose

Provide efficient and effective administrative management and co-ordination of Doctoral Training Programme (DTP) Awards this includes recruitment of students, financial management, point of contact for students and academic staff in any partner universities involved; and where appropriate co-ordination of lab rotations/projects. Main duties and responsibilities 1. Responsible for monitoring DTP budgets to ensure there is no overspend, review spend against available funding and provide regular updates as required.2. To produce regular budget reports with detailed financial forecast information and spend profile, to the Principal Investigators (PI), grant holders and funding bodies as appropriate whilst ensuring that all expenditure is eligible and in line with funder terms and grant conditions.3. To lead and manage the student recruitment and selection process of the DTPs, this includes preparing and advertising the studentships, managing the applications process from Mycampus and administering the applications for distribution to the panel, as well as coordinating and setting up interviews, recording outcomes and contacting applicants.4. Provide administrative support to PI’s and other academics with the management of the programme, creating and developing administrative effective and efficient processes to enhance service delivery; and contributing towards the design of courses.5. Responsible for organising and clerking DTP committees as required, which will involve drafting agendas, collating, and circulating papers, taking minutes and proactively follow up and progressing actions as required.6. To lead on the planning, co-ordination and delivery of lab rotations and mini projects, DTP training programmes and other events (e.g., conferences/workshops) and evaluate feedback to ensure consistency as well as review and consider any improvements.7. Act as first point of contact for student queries with oversight of financial aid and where appropriate assist in resolving any student issues and/or concerns. Ensure students have access to all appropriate services within the University. Set-up resource spaces to have access to documentation pertinent to programme, utilising systems such as Moodle and Microsoft Teams.8. In consultation with academic and administrative colleagues, responsible for the creation of programme handbooks for individual DTPs and the annual updating of them.9. Research, collate, organise and edit material for inclusion in reports/documents, as appropriate.10. Be actively involved in collaborative working to establish a communication network for the students, PIs and supervisors across all partner institutions. To ensure the web pages are continually kept up to date as well as other relevant DTP media platforms. Additionally, lead where necessary on Induction programmes and Events plus Training content and set-up.11. Ensure compliance with University procedures, regulations, legislation and/or to influence operational decision making.12. Work with DTP team colleagues across all MVLS DTP portfolio, providing regular administrative support with regards to recruitment, induction, events and other general administration duties.13. Undertake any other reasonable duties as required by DTP Manager Knowledge, Qualifications, Skills and Experience Knowledge/Qualifications Essential 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 related role(s). Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar roleA2 Extensive knowledge of developing and implementing administrative systems Desirable B1 Understanding of the funding and issues affecting the relevant postgraduate research student environmentB2 Good knowledge and understanding of relevant policies, legislation and regulations and their impact on the College and the University Skills
Essential C1 Excellent oral and written communication skillsC2 Excellent numeracy and financial management skillsC3 Excellent IT skills and use of bespoke systems such as Mycampus; Moodle; and Microsoft TeamsC4 Excellent planning and organisational skills with the ability to work independently and prioritise own work and targetsC5 Able to work proactively, multi-task, use initiative, problem solve and manage tight deadlines in achanging environmentC6 Report and minute writing skillsC7 Analytical and problem-solving capabilityC8 Highly developed and proven interpersonal skills including tact, diplomacy and discretionC9 A creative and proactive approach to preventing and solving problems, while influencing othersto adopt the solutionsC10 Ability to manage multiple projects and schedule, prioritise and balance workload to meet deadlines Desirable D1 Experience of MyCampusD2 Experience of AgressoD3 Experience of Joint Electronic System (JeS)D4 Experience of creation and management of website using T4 or similar. Experience Essential E1 Relevant administrative experience gained in a postgraduate educational settingE2 Experience of servicing formal committees including accurate minute-taking, timely collation and distribution of papers and follow-through on actions.E3 Experience of providing high quality advice on matters relating to service users' affairs andregulations/codes of conduct.E4 Process management experience at an appropriate level in a complex organisation. Desirable F1 Experience of management a complex multi-partner grantF2 Experience of delivering strategic research training activitiesF3 Financial management Terms and Conditions Salary will be Grade 6, £32,332 - £36,024 per annum. This post is full time and open ended. As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity. The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK. If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship. 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. 3 A flexible approach to working.