The University of Edinburgh- Administrative Assistant (Vacancy Filled)

Job Title:         Administrative Assistant

Type:               Modern Apprenticeship

Contract:         Fixed Term – 18 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 Institute for Academic Development (IAD) provides University-level support for teaching, learning, and researcher development; through leadership innovation, collaboration and direct provision that benefits students, staff and the University’s international reputation. This remit includes a mixture of direct support for students and staff (e.g. workshops, online resources, networks and advice), much of it delivered in partnership with Schools and other Services, alongside support for curriculum innovation and enhancement.
  • The IAD consists of three key teams, including Learning and Teaching, Researcher Development, and Operations and Projects. This post would work with colleagues in the Operations and Projects team which consists of 13 professional support staff focused on providing event management, IT, Human Resources, communications, administrative, and project support.
  • IAD is housed at 1 Morgan Lane in the Holyrood Campus. The Operations and Projects team is housed within this building but supports training (face to face or online) and events taking place across all campuses.

Work Environment:

The post holder will work in the Operations and Projects team which works collaboratively to provide high quality support for training and events for all students and staff.  A lead line manager will be allocated throughout the placement, with local event leads and managers providing instruction and guidance during the rotations. The post holder will also be given the opportunity to work and train in other University Support Services to broaden their exposure and experience in the University environment.

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:

Event Management

  • Support event organisation, including keeping accurate registration and location records
  • Requesting adhoc room bookings
  • Ordering catering
  • Preparing course materials, such as photocopying handbooks/programmes, organising supplies and name badges
  • Sending attendance lists to organisers
  • Setting up and clearing up training rooms
  • Attending events to support registration and queries from delegates
  • Taking part in team planning meetings

Administrative support

  • Maintain and update contact lists
  • File maintenance and scanning
  • Transcribe interviews
  • Type minutes from meetings
  • Diary management
  • Taking calls and responding to queries
  • Preparing papers for committees
  • Shadowing relevant posts
  • Arranging meetings and diary management
  • File maintenance and photocopying
  • Scanning documents and updating electronic files
  • Take calls and responding to queries
  • Supporting and attending events


  • Help edit and develop promotional print and online material
  • Get involved in social media communications, including Twitter, Instagram, blogs, and podcasts
  • Review and edit webpages

Administrative support in other Support Services

  • Preparing papers for committees
  • Shadowing relevant posts
  • Arranging meetings and diary management
  • File maintenance and photocopying
  • Scanning documents and updating electronic files
  • Take calls and responding to queries
  • Supporting and attending events

What will I Learn?

  • You will work with various staff across IAD and other University Support Services, 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 across a number of University Support Services 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
  • Gain experience of a number of IT systems and social media platforms

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 or event management 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