Programme Administrator

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

1. 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.
2. 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.
3. Provide secretarial and administrative support to Policy Modelling for Health (also known as HealthMod), including diary management, travel, managing and organising the team inbox and correspondence, and some stakeholder engagement to support efficient programme administration.
4. As required, support and coordinate the preparation and distribution of documents, presentations and reports on behalf of HealthMod, with the support of the Programme Manager and Director.
5. Arrange and coordinate virtual and in-person HealthMod 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.
6. Proactively support the planning and delivery of a range of HealthMod events, which may include webinars, workshops, conferences, and in-person team meetings.
7. Support the Programme Manager with programme records management and SharePoint 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 ResearchFish).
8. Support the Programme Manager with the financial management of the HealthMod budget, processing transactions and expenses and maintaining spreadsheets to ensure they remain up to date based on agreed reporting cycles.
9. Provide administrative support to the Programme Manager, Director and Executive Management Team as required. This may include diary support for the Director.
10. 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, PowerPoint, Outlook, SharePoint and OneDrive.

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

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 , 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

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.

Closing date: 23:45 on Monday 27th July 2026