Subject Support Administrator

University of Glasgow

Job Purpose

To provide high quality and proactive professional services support in relation to the operational activities involved in recruiting atypical and affiliate staff members, working with Heads of Subject to support teaching resource, planning, and workload and ensuring that relevant policies and processes operate effectively and efficiently.

Main Duties and Responsibilities

1.   Responsible for the day-to-day administrative support for teaching resource and planning activities, working proactively as a member of the professional services team.

2.   To provide administrative support and contact point for atypical workers employed by the school, working independently to resolve in a timely and efficient manner.

3.   Work collaboratively with a range of stakeholders to co-ordinate and monitor the allocation, contracts, and monthly staff payments for atypical workers employed by the school.

4.   Provide support to the Heads of Subject, to develop policy and process related to academic and graduate teaching assistant’s workload allocation, including the creation of the school workload model (WLM).

5.   Provide support for the maintenance of the Subject workload model (WLM), working effectively with colleagues within and outside the school to develop common systems and processes, ensuring University regulations are adhered to.

6.   Develop process maps and contribute to ongoing process reviews to assist with the smooth running of Professional Services.

7.       Analyse, present and draw conclusions from University and School system data and information, identifying trends & pattern.

8.   Determine short-term priorities, planning and scheduling work activities for weeks ahead to ensure operational efficiency.

9.       Support the work of the other members of the team, including sharing work during periods of peak workload and staff absence to ensure that full support is available and undertake any tasks required for the efficient administration of subject support across the School.

10.    Clerk relevant committees/meetings by working effectively with the Chair to prepare and distribute agendas, liaising with members, recording, and circulating accurate minutes, and ensuring all actions are completed and reported to member.

11.    Undertake any other reasonable duties that the Teaching Resource and Planning Manager or Student Operations Manager may request.

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 in a similar role. Or: Scottish Credit and Qualification Framework level 7 (Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

A2 Comprehensive knowledge of Microsoft Office.



C1 Excellent organisational skills and demonstrable ability to prioritise work efficiently and multi-task.

C2 Able to work proactively and problem-solve, using initiative and with limited supervision.

C3 Able to deliver work characterised by high levels of accuracy, attention to detail and of a professional standard at all times.

C4 Excellent communication and interpersonal skills, demonstrating tact, diplomacy and confidence to communicate effectively with colleagues across different levels and in a multicultural context.

C5 Excellent written communication skills for the purposes of producing reports, documentation, correspondence, and to produce accurate and high-quality minutes of meetings.

C6 Well-developed influencing and negotiating skills to ensure the delivery of highly effective subject support administration.

C7 Highly efficient in the use of Excel, using data analytics to inform decision making.

C8 Highly effective use of a range of IT systems combined with capacity and willingness to learn and implement new systems.

C9 Able to work as part of a team to build highly effective relationships and deliver excellent support to students and colleagues.

C10 Able to maintain a positive, enthusiastic attitude when dealing with challenges and change.



E1 Significant relevant work experience with evidence of personal development in a relevant role.

E2 Experience of developing, revising, and implementing administrative processes.

E3 Experience of delivering a customer-focused service to provide excellent support for staff, students and other stakeholders.

E4 Experience of compiling and analysing data.


F1 Experience of using corporate IT systems.

F2 Experience of clerking committees.

Terms and Conditions 

Salary will be Grade 5, £24,715 – £28,929 per annum.

This post is full time (35 hours per week) 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.

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.

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


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