Fixed Term School Administrator

Job Summary

Robert Gordon University (RGU) – Aberdeen’s university of choice for thousands of staff and students - has a well-established reputation as an innovative and modern workplace, with multiple awards and recognition of our courses and Schools.

We are looking for an organised and proactive School Administrator to provide high quality support to the Dean of School and Senior Team. In this varied role, you will manage diaries and correspondence, act as a key contact for staff and external partners, and handle confidential information with professionalism. You will support a range of school operations including meeting administration, financial processing, records management, and event support. With strong attention to detail and excellent communication skills, you will help ensure the smooth running of the School and enable academic colleagues to focus on core priorities.

You will bring strong administrative experience, confidence using Microsoft 365 applications, and the ability to work effectively with a wide range of stakeholders in a busy environment. Experience within education, knowledge of academic systems, and familiarity with management information systems or social media are desirable.

This role is offered on a full time (35 hours per week) basis until mid September 2026.

In keeping with RGU's commitment to work/life balance you will have the opportunity to work from home for a portion of the working week and also benefit from a generous pension scheme, 46 days annual leave (including statutory days) an onsite nursery and sports centre, as well as a range of voluntary health and travel benefits.

We are committed to attracting and engaging a diverse range of staff and fostering a culture where everyone feels welcome, comfortable to express their ideas, and can reach their full potential. For more information, please visit Our Diverse Workforce pages.

This post is subject to a Disclosure Scotland check. For more information visit: https://www.mygov.scot/basic-disclosure/

To apply, please upload your CV along with a cover letter detailing your suitability for the role against the requirements set out in the person specification.

Job Description

RESPONSIBLE TO: School Operations Manager (SOM)

RESPONSIBLE FOR: No supervisory responsibility

PURPOSE OF POST: The School Administrator role will support the Dean of School and members of the School Senior Team by providing a high-quality professional service. Delivery of the role may vary slightly depending on the School context, but broadly the role holder will undertake the main duties and responsibilities outlined below in order to deliver an effective and efficient service that frees academic staff time to concentrate on School academic priorities.

PRINCIPAL DUTIES:

· Provide a full confidential administrative service to the Dean of School and other designated members of the School’s Senior Team including diary/e-mail management and drafting correspondence (as determined from time to time by the Dean of School and School Operations Manager).

· Liaise with internal and external stakeholders on behalf of the Dean of School and members of the School’s Senior Team.

· Provide first line of contact both internally and externally for the appropriate members of the Senior Team and decide proactively how issues should be resolved / pass appropriately to colleagues.

· Deal with confidential and sensitive information ensuring appropriate confidentiality is maintained at all times.

· As a team member contribute effectively to the running of school support activities which may include, but not be limited to, supporting elements of:

• Co-ordination of TAS return
• Staff absence and leave recording
• Records management including staff contracts and My Voice Reviews
• School finance administration including raising orders on PECOS, processing adhoc timesheets and processing external examiner expenses but not limited to
• Travel booking

· Act as secretary to agreed meetings and ad hoc groups. This will involve minute taking, preparation and distribution of minutes and agendas, and working closely with convenors to ensure the work of the meeting is completed successfully.

· Coordinate staff recruitment process, Talentlink superuser, interview and induction schedules.

· Provide information and guidance to external clients and individuals on payments and contractual requirements, completing right to work checks, liaising with legal and HR to ensure contracts are in place before work or contracts commence.

· Provide proactive, detailed advice and guidance on administrative processes and procedures specifically in relation to financial, contractual or travel related University policies and guidance, and ensure all appropriate processes and procedures are properly administered across the School.

· Support the financial operations of the School including processing invoices, adhoc timesheets, external examiners process, staff expenses and travel procurement in accordance with University policies and procedures and ensuring deadlines are adhered to.

· Preparation of reports as requested by the SOM or School Senior Team, including Freedom of Information requests, complaints and GDPR enquiries.

· Assist with the University’s open days and other corporate/school events to ensure such occasions are sufficiently supported to meet their objectives.

· Provide general administrative support which may include:

• Minute taking, filing reports
• Maintaining accreditation bodies documentation
• Maintaining appropriate databases and records
• Co-ordinating the booking of School specific meeting rooms
• Student recruitment arrangements
• Hospitality arrangements

 

Behaviours

Behaviour 1: Communication - Ability to receive, understand and convey both straightforward information, and information requiring careful explanation, in a clear and accurate manner

Behaviour 2: Team Development - Experience of providing advice or guidance to new starts delivering training or instruction to others on specific tasks or activities

Behaviour 3: Service Delivery - Experience of giving customers a positive and satisfactory service, by providing accurate and up to date knowledge of services available in own and related areas of work

Behaviour 4: Decision Making - Experience of using own judgement to make decisions, making collaborative decisions with others to reach conclusions and providing advice or information that will influence the decisions of others