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Cdt Administrator - Pervasive Parallelism

Company: University of Edinburgh    Location: Edinburgh
The University of Edinburgh is seeking to appoint an individual to work within the PPAR CDT, leading the operational side of its functions, and providing excellent support to both the students undertaking the programme alongside the academic staff leading the Centre.

The computing industry faces its most disruptive challenge for fifty years. Parallelism has become an essential component of mainstream computer systems, across all scales, from system-on-chip to cloud computing. This pervasive parallelism renders the approaches of the sequential one-step-at-time era increasingly unviable and poses a set of deep research questions, theoretical and practical, pure and applied.

The Centre for Doctoral Training (CDT) in Pervasive Parallelism addresses this pervasive parallelism challenge, educating graduates who will undertake the fundamental research required to transform methods and practices, and become the research leaders of the future

This full-time post is available from 1 March 2018 and is currently fixed term until 31 March 2022 (with possibility of extension).

Enquiries about this post should be directed to Neil Heatley, Head of Informatics Student Services, on 0131 650 3090 or by email at

Salary: £22,214 - £25,728 per annum

Closing Date: Wednesday 28th February 2018 at 5pm (GMT)

1. Job Details

Job Title: CDT Administrator Pervasive Parallelism

School: School of Informatics

Unit: Informatics Student Services (ISS)

Line Manager: Head of Informatics Student Services

2. Job Purpose

Working as part of the wider Informatics Student Services team (ISS), the post-holder is immediately responsible for the provision of administrative support to staff and students involved in the Centre for Doctoral Training (CDT) in Pervasive Parallelism

3. Main Responsibilities (Approx. % of time)

Provide front-line support to all staff, students and applicants associated with the CDT; ensuring that the CDT community is kept up-to-date with CDT priorities and events. The post-holder will be responsible for responding to enquiries, scheduling meetings, handling expenses and booking facilities, using own initiative to prioritise tasks. With input from the CDT Director/Deputy Director, develop processes and systems (e.g. forms) for the management of CDT activities, such as internship programme and small equipment budget management. (25%)

Provide secretarial and administrative support for relevant meetings, draft agendas, circulate papers, take and distribute minutes and be proactive in following up staff actions arising from the meeting. Meetings to include Executive Committee, Steering Committee and Industrial Advisory Boards; many involving liaising with external contacts including funding agency contacts and academic members throughout the University. (20%)

Organise conference travel and accommodation for CDT staff, students and visitors as appropriate. The post-holder will assist in the organisation of at least one annual international conference/workshop; covering all aspects from booking venues, catering and equipment to monitoring budgets. (20%)

Administrative input to CDT student recruitment, interview and selection processes. The post-holder will be responsible for ensuring that applicants are kept in touch with progress, scheduled to suitable interview times and reimbursed for any interview expenses. (25%)

Maintain and update the content of local CDT web pages and maintain data and statistics for future funding agency reporting requirements. Working in accordance with the wider School web strategy, using CDT specific information to ensure up-to-date dissemination, outreach and online reporting. Includes maintaining information provided by Industry partners related to potential projects. Proactively and regularly update social media platforms to encourage and maintain Industry engagement as well as providing a public face for the CDT for recruitment purposes etc. (10%)

4. Planning and Organising

The Head of Student Services Training will oversee the post-holders work schedule, providing guidance and advice, although the post-holder will be expected to independently plan their work, ensuring that tasks are completed to deadline. The post-holder will need to manage competing demands and deal with potentially changing priorities from across the CDT, working efficiently with senior academic staff, new research students, and administrative staff (from ISS, School finance and with Business Development Executives). Most of the work will involve shorter-term planning with weekly or daily allocation of work. Larger scale conference or workshop planning will take place on an annual cycle.

5. Problem Solving

Examples of problems that the post-holder has to solve include:

  • Problems with meeting organisation e.g. double-booking of rooms.
  • Processing online eExpenses claims for CDT staff and students, ensuring that sufficient information has been provided in order to submit and seek authorisation of the claim.
  • Problems arising when academic colleagues are unable to meet deadlines which have internal impact e.g. submission of annual reports. The post-holder must ensure that the knock-on effects are minimised and that colleagues who may be affected by the problem are kept informed of progress.
6. Decision Making

Examples of decisions the post-holder will take include:
  • Responding to enquiries from CDT applicants, staff, students and examiners, identifying the best source of information and advice available and deciding when enquiries need to be referred.
  • Identifying suitable rooms and dates for meetings or events as part of event organisation.
  • Prioritising own workload day-to-day and week-to-week to complete work to agreed timescales.
  • Obtaining information from colleagues, chasing this information up, and deciding how best to deal with this.
  • Preparing draft web page content for consideration by academic and administrative colleagues, prior to publication.
7. Key Contacts/Relationships

The post-holders key contacts will include:
  • Within the School - students and all staff involved in the CDT programme, colleagues involved in the delivery of the student monitoring, event organisation, bookkeeping and the smooth running of the CDT.
  • Within the University - staff within other support units (e.g. Registry, Finance Office and College Office) in support of student administration.
  • Outwith the University applicants, external examiners, CDT industrial partners, CDT alumni, and staff in other institutions.
8. Knowledge, Skills and Experience Needed for the Job

  • Educated to a minimum of Higher Grade level or equivalent.
  • Good working knowledge of Microsoft Word and Excel and experience of using specialist databases, email and the internet. Experience of students systems such as EUCLID or research output systems such as PURE preferred.
  • Fast and accurate keyboard skills. Evidence of numeracy skills.
  • Strong communication and interpersonal skills, including a flexible attitude and experience in a fast-paced environment.
  • Significant experience of working in a busy administrative office, ideally in an HE environment. Experience of committee servicing / minute taking.
  • Ability to apply relevant University policies and procedures experience of one or more areas; purchasing, standard finance documentation requirements, student recruitment, on-course student support.
  • A minimum of 3 year´s administrative experience.
  • Educated to degree level.
  • Experience of working in higher education.
  • Working knowledge of administration systems, for example EUCLID, BI.
9. Dimensions

  • Supervision of Staff: n/a.
  • Financial: no specific knowledge required, although the post-holder will be involved in the administration of expenses and invoice processing and day-to-day finance monitoring.
  • Work as a member of the wider Informatics Student Services team to support the School´s CDT community, teaching and recruitment priorities. Approximately 30-120 research students affected by the post.
Informal Enquiries

Enquiries about this post should be directed to Neil Heatley, Head of Informatics Student Services, on 0131 650 3090 or by email at

Application Procedure

All applicants should apply online by clicking the apply link at the bottom of this. The application process is quick and easy to follow, and you will receive email confirmation of safe receipt of your application. The online system allows you to submit a CV and other attachments

We anticipate interviews will be held in the late February. If you have not heard from us by then we regret to inform you that you have been unsuccessful on this occasion.

The closing date is 5pm (GMT) on Wednesday 28th February 2018.

Eligibility to Work

In accordance with the Immigration, Asylum and Nationality Act 2006 the University of Edinburgh, as an employer, has a legal responsibility to prevent illegal working and therefore must check that all employees are entitled to work in the United Kingdom (UK).

To do so, the University of Edinburgh requires to see original documents evidencing right to work in the UK before commencement of employment and this is normally carried out at interview. Details will be provided in any letter of invitation to interview.

For further information on eligibility to work please visit our eligibility to work website

In the circumstances where the vacancy does not meet the Home Office and Visa Services advertising, salary and/ or qualification level criteria for sponsorship the successful applicant must have the existing right to work in the UK.

Conditions of Employment

Pension Scheme

For employees on University Grades 1-5 or equivalent there are two pension schemes available: University of Edinburgh Staff Benefits Scheme (SBS) or the National Employment Savings Trust (NEST).

This role is grade UE05 and therefore the post holder will automatically become a member of the NEST scheme if their monthly earnings are deemed to be qualifying earnings (equivalent to the HMRC monthly threshold above which their earnings are taxable). If the post holders earnings are not deemed as qualifying earnings and therefore will not automatically become a member they can opt in to the NEST scheme.

The post holder can choose to join SBS and by doing so they will not become a member of the NEST scheme.

Further information on the different employer/employee contribution levels required for each scheme and different levels of benefits that the post holder may receive may be found at on our Pensions website


The role is grade UE05 and attracts an annual salary of £22,214 to £25,728 per annum for 35 hours each week. Salary is paid monthly by direct transfer to your Bank or Building Society account, normally on the 28th of the month. Salaries for part-time staff are calculated on the full-time scales, pro-rata to the Standard Working Week.

The University reserves the right to vary the candidate information or make no appointment at all. Neither in part, nor in whole does this information form part of any contract between the University and any individual.

The School of Informatics

Informatics is the study of how natural and artificial systems store, process and communicate information. Research in Informatics promises to take information technology to a new level, and to place information at the heart of 21st century science, technology and society.

The University has adopted our vision of the future of Informatics, as a discipline central to a new enlightenment in scholarship and learning, and critical to the future development of science, technology and society.

The School provides a fertile environment for a wide range of studies focused on understanding computation in both artificial and natural systems. The research draws on concepts from computer science, artificial intelligence, linguistics, cognitive science, neuroscience, psychology and biology.

More details about these research activities can be found at

The various institutes in The School of Informatics are housed together under one roof in the modern purpose built Forum Building on Crichton Street in central Edinburgh.

Informatics is one of seven schools in the College of Science and Engineering, at the University of Edinburgh. It is recognised for the employability of its graduates (demand exceeds supply), its contributions to entrepreneurship, and the excellence of its research. Since the first Research Assessment Exercise in 1986, Informatics at Edinburgh has consistently been assessed to have more internationally excellent and world-class research than any other submission in Computer Science and Informatics. The latest REF 2014 results have again confirmed that ours is the largest concentration of internationally excellent research in the UK.

Working within the School

We aim to ensure that our culture and systems support flexible and family-friendly working and recognise and value diversity across all our staff and students. The School has an active programme offering support and professional development for all staff; providing mentoring, training, and networking opportunities.

The School of Informatics holds a Silver Athena SWAN award, in recognition of our commitment to advance gender equality in higher education and research.

College of Science and Engineering ( )

The College of Science and Engineering (CSE) is one of the largest and highest-ranked science and engineering groupings in the UK. Headed by Professor Dave Robertson, CSE comprises seven Schools (Biological Sciences, Chemistry, Engineering, GeoSciences, Informatics, Mathematics, and Physics and Astronomy). Informatics is located in the Universitys Central Area near George Square, with the other six 2 miles further south at the Kings Buildings. The College has over 3,000 academic and support staff, and educates some 6,000 undergraduates, over 1000 taught postgraduates and more than 2,000 research students. It is in the front rank of UK university science and engineering groupings for research quality and income, and is a key player in many European and international research collaborations.

Research Excellence Framework (REF) 2014

In the 2014 REF over 95% of our staff were submitted. Of our seven submissions, four of which were as a joint research school in combination with a strategic research university partner through pooling, 3 were ranked top in the UK and all 7 were in the top 5 in their discipline in the Times Higher Power rankings.

The University of Edinburgh

For more than four centuries, our people and their achievements have rewritten history time and again. Theyve explored space, revolutionised surgery, published era-defining books, paved the way for life-saving medical breakthroughs and introduced to the world many inventions, discoveries and ideas from penicillin to Dolly the sheep. We have believed that anything is possible, we still do.
The latest Research Excellence Framework highlighted our place at the forefront of international research. This adds to our international reputation for the quality of our teaching and our student experience excellence. The University is proud of its success with online teaching initiatives, with 2550 students currently studying its online distance learning postgraduate programmes, and a total to date of more than 2 million enrolments for Edinburgh MOOCs.

As a member of staff, you will be part of one of the world´s leading universities, with 20 Schools spread over 3 Colleges that offer more than 1600 undergraduate and 600 postgraduate programmes to over 35,000 students each year. Professional services are critical to this success as well as our world-class teaching, research and student facilities. In fact, we are one of the top employers in Edinburgh, with over 13,000 people spread across a wide range of academic and supporting roles.

As a world-changing, world-leading university, 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 academic, 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, which include generous holiday entitlement, a defined benefits pension scheme, staff discounts and much more. Access our staff benefits page for further information and use our reward calculator to find out the total value of pay and benefits provided.

The University of Edinburgh holds a Silver Athena SWAN award in recognition of our commitment to advance gender equality in higher education. We are members of the Race Equality Charter and we are also Stonewall Scotland Diversity Champions, actively promoting LGBT equality. The University has a range of initiatives to support a family friendly working environment, including flexible working and childcare vouchers. See our University Initiatives website for further information.

University Family Friendly Initiatives

The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336.