Administration Assistant – School of GeoSciences (University of Edinburgh) – vacancy closed

Job Title:        Administration Assistant

Type:               Modern Apprenticeship

Contract:     18 months – 40 hours/week

Salary:            £18,068 per annum

Employer:      University of Edinburgh

The School’s Admin Services Team provides a full range of HR administrative support for the employment life-cycle of all staff in the School and general admin support to the School’s Research Institutes and Committees ensuring a consistent approach and an efficient and effective customer service.

The Opportunity:

You will work within the School of GeoSciences Admin Office thereby giving you the opportunity to gain knowledge and experience of a range of activities required within HR and general admin.  You will be supported by colleagues in the GeoSciences Admin team, comprised of an Admin Services Manager, Senior Admin Assistant (HR), 3 Admin Assistants and the PA to the Head of School.

Main Responsibilities:

A typical day starts at 9am and ends at 5pm, with an hour for lunch. The tasks you would get involved with include:

· Providing admin support and preparing papers for committees and School/Institute meetings

· Responding to queries

· Arranging meetings and diary management

· Responding to calls, emails and face-to-face queries in a timely and professional manner

· Assisting with the administration of the various recruitment processes within the School to ensure we are able to appoint the best staff within set deadlines.

· Arranging interviews, including correspondence, room bookings and catering.

Provide administrative support for the induction of new staff.

· Provide administrative support for University visitors

· Receive correspondence and input data in relation to staff sickness absence.

· Arranging payments for our casual payroll, ensuring all claims are correctly processed and sent to Finance.

· Providing standard letters for staff including, for example, references to letting agents or confirmation of employment for mortgage applications

· Inputting data into the HR System, for example absence, work schedules, etc.

· Assisting with the running of the office: e.g. managing stationery and filing.

· Processing interview expenses, invoices, etc.

· Assisting with input of timesheets

· Provide administrative support for annual School processes, for example Sabbaticals, Chancellor’s Fellowships and Honorary Appointments.

· Support the administration of Annual Development Reviews.

Planning and Organising:

You will work with various staff across the School, and will develop your ‘soft skills’ e.g. increasing communication confidence and interpersonal skills, with email, telephone and face-to -face interaction.

· Gain experience working within the School HR Office, with day-to-day supervision from senior administrative staff with experience in university administration.

· Become conversant with HR matters and administration in general within a Higher Education institution.

· Gain and develop customer service skills through corresponding and communicating with various members of staff across the academic and professional services teams.

· Learn to work accurately and methodically with attention to detail

Increase confidence in using initiative within a team environment and develop problem-solving skills

· Gain experience following instructions or guidance, working as part of a team and communicating the position of an on-going project to other staff

· Learn to create documents and update webpages

· Learn the basic terminology relating to administrative work in a Higher Education institution

· Receive specific in-house training on the University of Edinburgh’s systems

· Gain a good cross section of experience in a complex and busy office environment

· Using Excel and other Microsoft Office systems as well as Business Intelligence tools in an office environment.

· Undertake an SVQ 3 in Business and Administration at SCQF Level 6.

What qualifications/qualities are required:


. Minimum National 5 in English and Maths

· Working understanding of Microsoft Office Suite, e.g. Microsoft Excel, Word, Outlook


. A willingness to participate in the Modern Apprentice programme · Commitment to supporting Equality, Diversity & Inclusion in the workplace.

Other qualities:

. A willingness to learn and develop new skills

· Positive, punctual and reliable, consistent, focused and self-motivated, and committed to the role

· A great attention to detail

· Flexible in outlook and approach

· Excellent ability to follow instructions and pass on information in a clear manner, both written and verbal

. A professional and sensitive approach to dealing with confidential documents

· An interest in business administration within a Higher Education environment

How to apply: send your CV to –

Closing date: 9th August 2022