Administrative Assistant – The University of Edinburgh

Job Title:        Administrative Assistant

Type:               Modern Apprenticeship

Contract:        Full-time (35 hours per week) Fixed Term – 18 months; commencing August/September 2022

Salary:             £18,068 per annum

Employer:       The University of Edinburgh

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.

The Centre for Regenerative Medicine (CRM) is a research institute based at the University of Edinburgh. 250+ scientists and clinicians study stem cells, disease and tissue repair to advance human health.

The Administrative team, headed by Centre Administrator Donna Lumsden, consists of 10 staff who provide support to our research staff and students.

Work Environment:

You will work in a small office-based team at the Centre for Regenerative Medicine, on the Little France Campus, with day-to-day workload supervision from senior administrative staff with experience in university administration and line management from the Centre Postgraduate Administrator. A typical day would begin at 9am and end at 5pm, with an hour for lunch. We are offering a scheme whereby you will get wide exposure to a variety of administrative tasks with some targeted training and experience in postgraduate administration.

The Centre for Regenerative Medicine (CRM) is a research institute based at the University of Edinburgh. 250+ scientists and clinicians study stem cells, disease and tissue repair to advance human health.

We anticipate this role will initially be delivered on-site in order to provide the post holder adequate support and introduction to key contacts and exposure to the Centre, staff and students the post holder will be supporting.  Hybrid working may be considered after an appropriate period of time.

What might a day in this job look like?

The tasks you would be involved with include:

  • Centre administrative tasks – Preparing induction packs for new starts; File management and record keeping – maintaining starters and leavers paperwork, and e-filing; Corresponding with centre staff and students; arranging meetings, diary management and travel bookings; Updating notice boards and displays in the Institute. 25%
  • Contributing to running a range of projects e.g. the CRM Annual Retreat, CRM Seminar Series, CRM student events, Sustainability and Wellbeing projects. 25%
  • Assist with the administrative processes involved in the CRM student cycle: processing of applications from prospective students, following programme specific guidance of the application requirements; processing of student and visitors inductions to ensure compliance with University guidelines and preparing induction packs for new students; teaching; preparation support for training and examinations. 30%
  • Provide assistance and input into our public facing portals, such as social media and website updates. 10%
  • Exposure to the recruitment and selection and finance processes via University systems. 10%

 What will I learn?

  • You will take an SVQ 3 in Business and Administration, at SCQF level 6. You will develop your ‘Soft skills’ (e.g. communication skills, working independently and as part of a team, using your own initiative, problem solving, customer service, etc.)
  • You will learn about administration in general and get experience of working within a Higher Education establishment.
  • You will gain interpersonal skills through corresponding and communicating with various members of staff, across the academic and professional services teams, and students and staff via emails, video calls, telephone and face-to-face interaction.
  • Gain experience working within an experienced Administration team, following instructions and guidance.
  • Learn the basic terminology of Postgraduate Administration and specific terms relating to this level of study in a Higher Education institution.
  • Gain experience working accurately and methodically with attention to detail, which is extremely important in any administration role.
  • Using Excel and other Microsoft Office systems in an office environment
  • Receive specific in-house training on the University of Edinburgh’s student record systems.
  • General administrative duties required in a busy office, such as photocopying and scanning documents, and responding to email queries.

 What Qualifications / Qualities are required?

  • We are looking for someone with a positive outlook who is enthusiastic, willing to learn, punctual, reliable, and self-motivated, with a good attention to detail.
  • You must have National 5 (Grade C or above) or above in English and Maths and good writing skills.
  • A working understanding of the basic function of IT packages inc. Microsoft Word and Excel.
  • You should have an interest in learning more about administration roles.
  • A willingness to participate in a Modern Apprentice programme.
  • Excellent ability to follow instructions and pass on information in a clear manner, both written and verbal.
  • A willingness to learn and develop new skills.
  • 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.

 How to Apply: 

Closing Date:  10 June 2022