JOB DESCRIPTION
POST TITLE: Policy Assistant
(Salary band Operational 2)
RESPONSIBLE TO: Senior Policy Officer (Resources & Governance)
JOB SUMMARY: This is an important role in Universities Scotland, which is the representative body
for Scotland’s universities. Universities Scotland works to influence the policy and financial
environment to promote universities’ success. The post will support two Universities Scotland policy
areas, Resources & Governance, and Research, Innovation & Health, working in a team of four with
the Deputy Director (Policy), Senior Policy Officer (Resources & Governance) and Senior Policy
Officer (Research & Innovation). The postholder will contribute within the team to effective support of
policy committees and to creative thinking about policy development and the case for a financial and
policy context that will support the success of Scotland’s HE sector.
This will include:

servicing meetings of Universities Scotland Committees and of other sector bodies including
the Board for Academic Medicine, including practical arrangements for meeting support,
liaison with conveners and taking an official record;

drafting briefings, committee papers, reports, responses to consultations and other material;

researching specific topics including the efficient collation, analysis and presentation of data
and evidence (both quantitative and qualitative) from a variety of sources, including official
statistics and information provided by member universities;

liaising with senior university managers to develop policy proposals,

representing Universities Scotland on committees/working groups and

liaising with external organisations.
The post holder will report to the Senior Policy Officer (Resources & Governance).
Main responsibilities
Policy
To support the Senior Policy Officers and Deputy Director in the development and execution of policy,
particularly relating to Resources and Governance, and Research, Knowledge Exchange and Health.
To ensure that the sector is aware of and can contribute to relevant policy and legislative
developments.
As part of this, to support the team with advice, information and executive action (drawing on
qualitative and quantitative information as appropriate) on areas of work that may include:

Research Funding

Assessment of research quality

Knowledge Exchange
1

Researcher Development

Governance

Devolution

Resources

Efficiency

Workforce Issues

Equality and Diversity
To lead on packages of work in such areas, at the discretion of the Senior Policy Officer (Resources &
Governance).
Secretariat
To contribute to a secretariat service to support the work of the Resources & Governance and
Research and Knowledge Exchange teams. This includes consultation with committee conveners,
who are senior university staff, in order to effect the practical organisation of meetings, agenda
planning, contributing to writing papers as required, ensuring an appropriate record of meetings is
kept, and tracking the implementation of committee decisions.
To provide a similar secretariat service, including meeting arrangements, to an external organisation,
the Board for Academic Medicine and associated sub-committees, reporting directly to the Chair.
Team role
To work flexibly and co-operatively with other team members in the Resources & Governance and
Research & Knowledge Exchange team and the wider Universities Scotland team, especially on
issues which have implications for other policy areas.
To provide informed support to the Public Affairs team in its work with the media and political opinionformers.
General
To assist in the arrangement of Universities Scotland events and externally focused activities as
appropriate.
To help to respond promptly and accurately to enquiries from universities or other stakeholders.
To represent Universities Scotland at external events, meetings and conferences where appropriate.
To deputise for the Senior Policy Officers on relevant issues in their absence.
To undertake any other such duties or general tasks and hours of work as may reasonably be required
and to work in other locations within the organisation.
It is anticipated that the holder of this post will initially concentrate on the more administrative and
committee-centred duties but will develop policy work as a more significant part of the job over time. A
job description acts to provide guidelines to the duties expected while in post and is a flexible
document. This job description will be reviewed and amended in the light of changing professional
demands.
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PERSON SPECIFICATION
POST: Policy Assistant
GRADE: Operational 2
DIRECTORATE: Universities Scotland
Criterion
number
Essential (E)
/ Desirable
QUALIFICATIONS AND TRAINING
ASSESSED
(D)
1
E
A minimum of 3 Highers, one of which should be English, or
equivalent qualifications (SCQF level 6)
Application
1
D
Qualifications at SCQF level 9 or 10 (e.g. Ordinary or Honours
Application
Degree).
A. WORK BACKGROUND AND EXPERIENCE
2
D
Sensitivity to the political context and working in a membership
organisation.
Interview
Recent experience in a similar administrative environment,
although the post may suit a recent graduate
B. SKILLS AND APTITUDES REQUIRED
Application
Good analytical and research skills with the ability to analyse
and assess data and construct reports.
Application/interview
Numerate with excellent written, minute taking and oral
communications skills with the ability to interpret and explain
policies, provide advice and assistance and draft committee
papers.
Application/interview
3
D
4
E
5
E
6
E
Good interpersonal skills, including the ability to develop and
maintain productive working relationships with a wide range of
people and organisations within HE and beyond.
Application/interview
7
E
Ability to work cooperatively in teams, and with different kinds of
people, including senior staff and stakeholders, contributing to
team decisions and maintaining team relationships by
supporting others.
Application/interview
8
E
Good IT skills, including use of Word and Excel and the ability to
update website content.
Application/interview/
assessment
9
E
Ability to deal with conflicting priorities, targets and deadlines,
and to plan and manage a busy workload
Application/interview
C. SPECIALIST KNOWLEDGE REQUIRED
10
D
Good knowledge of the UK higher education sector, particularly
Application/interview
those issues related to university research and/or funding.
D . PERSONAL QUALITIES
11
E
Willing to be flexible and positive about change.
Application/interview
12
E
Committed to high standards, including the provision of a
responsive service to Universities Scotland members
Application/interview
E. OTHER REQUIREMENTS
13
E
Willingness to travel within Scotland and occasionally to other
parts of the UK.
Application
3