Talent Lab Coordinator

This post provides a full and professional administrative support service, organising the University’s suite of intensive Talent Lab research leadership development programmes. The post-holder will be responsible for coordinating initiatives handling end-to-end event management and providing on the day logistical support. They will work collaboratively with people at all levels across the University and externally to ensure programmes run smoothly and continue to meet programme aims and the development needs of researchers across the University.

1. Support the scheduling of Talent Lab programmes, for example creating event plans, liaising with speaker and facilitators, booking rooms and catering, arranging recruitment and grant award selection panels.

2. Deliver the communication strategy for Talent Lab programmes, for example designing digital brochures and webpages, curating a Talent Lab social media presence, drafting and appropriate cascading of mail shots, and being the key point of contact for appropriate, accurate, timely, and sensitive responses to queries.

3. Organising and holding oversight of the practical aspects of in-person and online events, problem-solving issues for researchers and facilitators. This includes during the Talent Lab programmes, and for follow-up Talent Lab communities and networks.

4. Hold day-to-day responsibility for administrating Talent Lab budgets, arranging payments, maintaining spending records, and organising and tracking distribution of small grants to internal budget codes.

5. Maintain accurate programme data and documentation, and contribute to Talent Lab reporting requirements, for example by compiling and analysing delivery, attendance, evaluation, and impact data.

6. Liaise with the appropriate departments to ensure that Talent Lab remains compliant with University procedures, for example, procurement and finance, timetabling, data protection, equality diversity and inclusion, and safeguarding.

7. Develop and maintain strong personal internal and external networks to support year-on-year programme delivery and development. Identify and liaise with event providers for complex programmes involving multiple facilitators, to ensure appropriate delivery that meets intended outcomes.

8. Support the Strategic Research Initiatives team with event management for cognate provision that extends the impact of Talent Lab by offering lower-time commitment opportunities.

9. Work independently, prioritising and balancing own workload to ensuring all initiatives are delivered in a timely manner, bearing in mind the needs of researchers and the reputation of the team.

10. Be an effective team player who is cooperative, communicative and gains the trust and support of colleagues and partners through respectful collaboration and building consensus.

11. Engage in appropriate professional development activities that align with UofG Values.

12. Perform other duties as requested, consistent with the grade level of the position and agreeing appropriate prioritisation of work with line management or other relevant stakeholders as needed.

A1 Ability to demonstrate the competencies required to undertake the duties associated with the level of post, having acquired the necessary knowledge and skills in a similar role, or SCQF Level 7 (Scottish Vocational Qualification level 3, Higher National Certificate, Highers or equivalent).

A2 Robust knowledge of the end-to-end delivery and facilitation processes underpinning complex event management, delivery, and evaluation.

A3 Excellent IT skills including Microsoft Office 365 and familiarity with University of Glasgow systems, or equivalent experience with similar systems.

A4 Familiarity with equality, diversity, and inclusion policies, GDPR, health and safety and broader safeguarding approaches and policies as they are used in Higher Education.

B1 Understanding of the University structure, practices and procedures, and working knowledge the of activities of other areas of the University that relate to supporting researchers.

B2 Knowledge of digital applications for communicating with researchers such as Canva, Zoom, Mentimeter, Qualtrics.

C1 Excellent organisational skills, with a proven ability to plan and prioritise your own workload efficiently and produce work of a high standard across multiple concurrent projects and to regular deadlines.

C2 Excellent online and in-person communication and interpersonal skills, demonstrating tact, diplomacy, and confidence to build positive relationships and deliver first-class support to researchers and colleagues across and beyond the University.

C3 Excellent IT and relevant software skills, and confidence in picking up new systems and using them effectively in support of work activities.

C4 Ability to balance working closely as part of a team with being independently responsible for your own work, using initiative and judgement to resolve problems in a calm, creative, pragmatic, and timely way, consulting with senior colleagues as appropriate.

C5 Ability to deal professionally and sensitively with data, working in an ethical and legal manner in accordance with all relevant legislation, including GDPR.

C6 Ability to respond and adapt to changing priorities, with a positive enthusiastic attitude, pro-actively reviewing and improving processes and procedures in response to those priorities.

D1 Website maintenance and social media curation skills, using creativity to promote awareness of initiatives.

D2 Ability to maintain accurate financial records and track budget spend through Agresso or similar financial management system.

E1 Strong ability to demonstrate the competencies required to undertake the duties associated with this post having acquired the necessary knowledge and skills in a similar role.

E2 Experience of delivering events management, through the full process from procurement to bookings to catering to on-the-day support to follow up, working systematically to deadlines, with attention to detail.

E3 Experience of providing an excellent, consistent, can-do customer service, managing a busy inbox, and dealing effectively with a wide variety of stakeholders, colleagues, and key contacts.

E4 Experience of building positive long-term working relationships both internal and external to the immediate team or organisation.

E5 Experience of using a range of software systems and proven experience of having upskilled in new systems and developed new processes.

E6 Experience of careful and timely file-management, record-keeping, analysing data from records, extracting reports, diary/space management, and resolving related problems.

E7 Proven experience of independent problem solving, decision making, planning, organising and setting priorities.

F1 Experience of collating and analysing data and producing and presenting pivot tables, charts and other evaluative outputs.

F2 Experience of administrating a budget, including procurement and payments, through IT systems such as Agresso.

Salary will be Grade 5, £25,138 - £29,605 per annum.

This post is full time (35 hours p/w) and fixed term for 24 months.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.