IS Admin Manager

Heriot-Watt University; City of Edinburgh; On-site; GBP 31,000 - 37,000; Full time

Job summary

A global research-intensive university in Edinburgh is seeking an IS Admin Manager to lead a dedicated team managing key administrative processes and services. This pivotal role supports a vibrant educational environment and involves overseeing finances, procurement, and software asset management. The ideal candidate will have years of experience in senior administration, excellent communication skills, and a commitment to enhancing digital and information infrastructure.

Qualifications

• Several years experience working in a senior administrative role.
• Well-developed communication and interpersonal skills.
• Experience of working in a team and leading on your own initiative.
• Demonstrable understanding of data protection and information security principles.

Responsibilities

• Managing finances and procurement for the IS Admin processes.
• Leading a team of 3 staff members and managing their performance.
• Developing digitised administrative processes to drive efficiency.
• Administrative support to the British Sign Language coordinator.
• Managing mobile phones and technical equipment loan scheme.

Skills

Business

Clerical

Account Payable

Administrative Skills

Time Management

Data Entry

Project Management

Problem Solving Skills

Education

Educated to Highers / A level standard (or equivalent)

Tools

Microsoft Office 365

Teams

SharePoint

Job description

Description

Job Posting Title IS Administration Manager

Grade and Salary

Grade 6 31236 - 36636.00

FTE and working pattern

1 FTE 35 hours weekly

Organisation Name

Information Services Directorate

IS Admin Manager Join a Global University at the Forefront of Innovation

Are you ready to take the next step in your career and lead a dynamic team at a truly global university Heriot-Watt University is seeking an enthusiastic and proactive IS Admin Manager to join our Global Information Services Directorate. This is an exciting opportunity to play a pivotal role in supporting a modern research-intensive university with campuses in Edinburgh Galashiels Orkney Dubai and Malaysia.

As IS Admin Manager you’ll lead a small but dedicated and passionate team managing key administrative processes and services that underpin our digital and information infrastructure. You’ll oversee finances procurement and software asset management driving efficiency and identifying savings across a multi-million-pound budget. Your leadership will help shape digitised processes support service excellence and ensure compliance with records management and data protection policies.

You’ll work closely with the Global Director of IS and the IS Leadership Team collaborating with colleagues across our international campuses. The role offers variety challenge and the chance to make a real impactwhether developing new systems supporting staff and students or contributing to strategic planning.

At Heriot-Watt you’ll enjoy a vibrant inclusive environment excellent professional development opportunities and the satisfaction of supporting world-class research and teaching. If you’re a skilled administrator with a passion for innovation and teamwork we’d love to hear from you.

Summary of Key Duties and Responsibilities

• Managing the IS Admin processes and services including finances purchases procurement and software asset management totally c5m. Identify and manage potential savings for the University particularly within the software budget. Provide information to the IS Finance Business Partner on a regular basis to assist with finance reports and budget planning. Raising purchase orders for goods and services required for the IS Directorate checking appropriate processes in line with the University Financial Regulations
• Managing and motivating team members line management of 3 staff and completion of annual performance development reviews. Staff recruitment induction and preparation of training materials including personal development plans. Providing cover for team members
• Developing and creating digitised administrative processes to drive efficiency in a busy and fast paced professional service directorate. Developing and maintaining an up-to-date service level catalogue with the range of services and support provided by the IS Admin team. Managing the IS Admin SharePoint document management system. Managing information in line with the University’s records management policy
• Provide administrative support to the British Sign Language co-ordinator including raising purchase orders reconciling invoices raising sales invoices processing Access to Work documentation
• Managing the administration of the University staff mobile phones estate maintaining an up-to-date asset register raising purchase orders invoice reconciliation. Managing the student laptop and technical equipment loan scheme alongside the Student Services & Library Customer Service team
• Lia global IS divisions in support of service delivery and sharing expertise. Managing and monitoring the teams service desk queue
• Part of the IS leadership team supporting the Global Director of IS delegating for them as required

Education Qualifications & Experience

Essential

• Educated to Highers / A level standard (or equivalent)
• Several years experience working in a senior administrative role
• Competent in the use of the Microsoft Office 365 suite familiarity with Teams and SharePoint and a keen interest in and willingness to develop your digital skills and capabilities
• Well-developed communication and interpersonal skills
• Well-developed organisational and planning skills with the ability to make decisions and prioritise workloads and requests on a daily weekly and monthly basis
• Excellent customer service values
• Experience of working in a team and leading on your own initiative
• Demonstrable professional and proactive approach prioritising workloads across a small team
• Demonstrable understanding of data protection and information security principles relevant to the role>

Desirable

• Previous supervisoryli>
• Experience of working with a purchasing and finance system such as Oracle Fusion ERP and PECOS
• Experience of working within the HE Sector

About our School / Directorate and Team

The Global Information Services directorate at Heriot-Watt University provides a range of services to support promote and supply information skills and infrastructure to support a modern research-intensive university in a global setting. This straddles academic library provision alongside a range of technical services and systems such as IT and AV services systems and support for learning & teaching research & enterprise operational effectiveness.

It is an integrated global service providing services to students staff applicants alumni external users across all five campuses based in Edinburgh Galashiels Orkney Dubai and Malaysia.

How to Apply

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

Applications can be submitted until midnight on Thursday 20th November 2025

We anticipate holding interviews w / c 24 th

November 2025

At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.

Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected trained promoted appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.

Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society particularly from underrepresented groups. For more information please see our website and also our award-winning work in Disability Inclusive Science Careers welcome and will consider flexible working patterns e.g. part-time working and job share options.

Use our total rewards calculator : to see the value of benefits provided by Heriot-Watt University.

Required Experience

Manager

Key Skills

• Business
• Clerical
• Account Payable
• Administrative Skills
• Time Management
• Data Entry
• office supplies
• Accounting
• Project Management
• Administration Office
• Management skills
• Account Receivable
• Administrative Operations
• Problem Solving Skills
• Statistics

Employment Type

Full-Time

Department / Functional Area

Administration

Experience

years

Vacancy

1

Monthly Salary

31236 - 36636