Administration Assistant – University of Edinburgh

Job Title:        Administration Assistant

Type:               Modern Apprenticeship

Contract:     18 months – 40 hours/week

Salary:            £18,068 per annum

Employer:      University of Edinburgh

The DDI Programme Office is housed in 15 South College Street, Edinburgh, EH8 9AA.

About the University of Edinburgh and what the team does:

To maintain our reputation as one of the world’s leading universities, we recruit the best people to a variety of support, professional and academic roles each year. We offer an exciting, positive, creative, challenging and rewarding place to work. We give you support, nurture your talent, develop and reward success and integrate professional and personal career goals, as well as give your career the benefit of a great and distinguished reputation. In addition, our employees benefit from a competitive reward package and a wide range of staff benefits.

UK and Scottish Governments announced the Edinburgh and South-East Scotland City Region Deal on 20th July 2017.  Innovation is to play a significant role in the Deal, attracting £350 Million of Government funding, with a Data-Driven Innovation (DDI) Programme at its heart.  The DDI Programme seeks to make the region the “Data Capital of Europe”, applying data science to products and services across the private, public and third sector employing thousands of data literate professionals.  The University of Edinburgh will lead this major initiative in collaboration with partners from across the City Region.

The Data Driven Innovation Programme Office supports the work of the DDI Programme which consists of six hubs (Bayes Centre, Edinburgh International Data Facility, Usher Institute, Edinburgh Futures Institute, National Robotarium and Easter Bush).  The DDI Programme Office comprises a team of about 15 people who are in regular contact with staff based in the six hub locations.

Description of work environment:

The post holder will work in the DDI Programme Office, helping the other admin staff to support the team members with various tasks.  A line manager will be allocated throughout the placement, with other team members providing instruction and guidance during the apprenticeship.

What a day in the job might look like:

A typical day starts at 9.00am and ends at 5.00pm but we are open to requests for flexible working.  The tasks you would get involved with include the following.

General activities:

  • Arranging meetings and diary management.
  • Preparing and distributing papers for committees.
  • Distributing the post and re-directing post as required.
  • Helping with messages arriving in the generic admin e-mail inbox.
  • Helping to set up the rooms for meetings.
  • Data management using spreadsheets.
  • Electronic file maintenance.
  • Booking travel and accommodation for team members.
  • Ordering catering as required.
  • Ordering stationery as required.

HR activities:

  • Assisting with the preparation and submission of HR documentation.
  • Assisting with recruitment panels (scheduling, liaising with panel members and candidates).

Finance activities:

  • Using People & Money to request purchases.

Communications activities:

  • Supporting activities for conferences and roadshows around the campus (attending events, helping with registrations).

What will I learn?

  • You will work with various staff across the DDI Programme Office, increasing communication confidence and interpersonal skills, with e-mail, telephone and face-to face interactions.
    • Gain and develop customer service skills.
    • 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 SharePoint pages.
    • Learn about administration in general and in Higher Education in particular.
    • 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.
  • Undertake an SVQ 2/3 in Business and Administration.

What qualifications/qualities are required?

Minimum National 5 in English and Maths
Customer service experience (through volunteering or employment)
Enthusiastic and willing to learn about the heritage and tourism sector
Punctual and reliable
Self-motivated and committed to forging a career in this area
Accurate and methodical, with the ability to be flexible to deal with problems as they arise
Good communication and interpersonal skills, with a friendly personality who is approachable and willing to help
Commitment to supporting Equality, Diversity & Inclusion in the workplace
Working understanding of IT packages (e.g. Microsoft Word, Excel, Outlook)


  • 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.
  • National 5 or above qualifications in English and Maths.
  • A professional and sensitive approach to dealing with confidential documents.
  • An interest in business administration within a Higher Education environment.
  • A willingness to participate in the Modern Apprentice programme.


  • Working understanding of Microsoft Office 365 Suite, g. Excel, Word, Outlook.
  • Ability to make effective use of simple equipment, such as photocopiers and scanners.

Please note that as this post is a Modern Apprenticeship we will not be able to progress applications from those candidates with prior experience of office administration or in possession of a higher qualification in a relevant subject.

Closing date: 22nd August 2022

To apply: please send your CV to