Administration Assistant

Heriot-Watt University; City of Edinburgh; On-site; GBP 23,000 - 27,000; Full time

Job summary

An established industry player is seeking a proactive and detail-oriented individual to join their team in a full-time administrative role. This position involves supporting student societies, managing events, and enhancing the overall student experience within a dynamic educational environment. The successful candidate will collaborate closely with faculty and staff, ensuring smooth operations and effective communication. With a focus on delivering excellent customer service and a commitment to teamwork, this role offers an exciting opportunity to contribute to the academic community and make a positive impact on students' lives.

Benefits

28 days annual leave

9 buildings closed days

Total rewards calculator access

Qualifications

• Experience in a similar administrative role in higher education.
• Proficient in Microsoft Office applications.

Responsibilities

• Support student societies and manage events.
• Provide administrative support for student activities.
• Coordinate placements and field trips.

Skills

Team Working Skills

Literacy and Numeracy Skills

Customer Service

Microsoft Office

Verbal and Written Communication

Education

SCQF Level 5 Literacy and Numeracy

SCQF Level 6 or Equivalent

Tools

Banner Student Records System

Job description

Directorate: The School of Energy, Geoscience, Infrastructure and Society (EGIS)

Grade: Grade 4 (£23,881- £26,338)

Contract Type: Full Time (1FTE), Open Ended

Rewards and Benefits: 28 days annual leave, increasing to 33 days per year after 5 years service, plus 9 buildings closed days for all full time staff (Part time workers should pro rata this by their FTE). Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.

Purpose of Role

The role will be based within the school reporting to the Head of Operations but working closely with the Executive Dean, Director of Learning and Teaching, Senior Programme Directors and other colleagues. They will collaborate with the Student Advising team, other teams in the Registry and Academic Support Directorate and across the wider institution. They will provide operational and administrative support to deliver student-facing events, activities and the overall student experience.

Key Duties & Responsibilities

• Support, both administratively and operationally, student societies including student initiatives, organising events, payment, invoicing, meeting support and liaison with academic members.
• Support the School with student event management including Welcome Week/Induction activities.
• Provide administrative support for school-based student voice activity.
• Support academics with the set-up of Canvas Induction sites.
• Support academics with the set-up and oversight of Canvas Discipline sites.
• Clerk the Student and Staff Liaison Committees, Programme Boards, and other Learning & Teaching meetings/committees as requested.
• Coordination of student field trips.
• Coordination of placements.
• Provide administrative support to academics leading on Disability coordination in the school.
• Provide reports of programme and course tutor lists.
• Update the School’s student facing webpages and SharePoint pages.
• Provide input to the School management team to improve processes and offerings for school-based student events, activities and the overall student experience.
• Other duties as assigned to support the student experience, and the operational and strategic priorities of the School and the University.

Education, Qualifications and Experience

Essential

• Effective team working skills.
• Literacy and numeracy skills equivalent to SCQF Level 5 or similar or equivalent experience.
• Experience of working within a similar environment as outlined above.
• Competent in the use of relevant IT packages, including a sound knowledge of Microsoft Office applications.
• Excellent verbal and written English communication and interpersonal skills.
• Demonstrable professional and proactive approach.
• Demonstrable ability to work quickly and flexibly with a high degree of accuracy and attention to detail in a dynamic, changing and pressured environment.
• Demonstrable provision of excellent customer service.

Desirable

• Educated to SCQF Level 6 or equivalent qualification.
• Working in an administrative role in higher education.
• Knowledge of Banner Student Records system.

How to Apply

Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing their interest and suitability for the post; (2) Full CV.

Applications can be submitted until midnight on Monday 19th May 2025.

Interviews to begin w/c 2nd June 2025.