The University of Edinburgh- Administrative Assistant (Vacancy Filled)

Job Title:         Administrative Assistant

Type:               Modern Apprenticeship

Contract:         Fixed Term – 12 months

Salary:            £16,460

Hours:             Monday – Friday 9 – 5pm                                           


  • 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 School of History, Classics and Archaeology consists of three Subject Areas with dedicated academic staff, and School-wide administrative support – the Professional Services office itself (including, amongst others, HR, Finance, Research support), the Undergraduate School, the Graduate School and Student Support Office and Marketing.The School’s staff profile consists of 120 academic staff, 43 administrative staff and 75 Tutors and Demonstrators.
  • The School is housed in The William Robertson Wing, Old Medical School on Teviot Place.  The professional services teams are located in this building and provide a range of administrative support to staff, students and visitors to the School.

Work Environment:

The post holder will work in the professional services teams across the School, with teams ranging in size from 3 to 10.  The post holder will move between the teams, including the Graduate School, the Undergraduate Teaching Office, the Student Support Office, the Marketing and Communications team and the School office, following a planned rotation schedule.  A lead line manager will be allocated throughout the placement, with local team managers providing instruction and guidance during the rotations.

What might a day in this job look like?

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

  • Taking minutes at committee meetings
  • File Management
  • Updating School notice boards and displays
  • Data management using spreadsheets and databases
  • Arranging meetings and diary management
  • Contributing to the running of a range of projects and events
  • Create documents and update webpages. Content creation for promotional channels and proof reading materials
  • Assisting with auditing and evaluation requests
  • Shadowing taking exam papers for students with adjustments to Exam Office

Supporting the clerical work around exam time including but not limited to de-anonymisingexam scripts and alphabetising them.

What will I Learn?

  • You will work with various staff across the School, increasing communication confidence and interpersonal skills, with email, telephone and face-to face interaction
  • 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 webpages
  • 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 3 in Business and Administration.

What Qualifications / Qualities are required?

  • 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
  • Working understanding of Microsoft Office Suite, g. Excel, Word, Outlook
  • An interest in business administration within a Higher Education environment
  • Ability to make effective use of simple equipment, such as photocopiers and scanners
  • A willingness to participate in the Modern Apprentice programme
  • 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: 

 Please send your CV to

 Closing Date: Wednesday 22ndMay 2019