Research and Library Systems Administrator

Heriot-Watt University; Kilmarnock; On-site; GBP 37,000 - 48,000; Full time

Job summary

A leading academic institution in the UK is seeking a Research and Library Systems Administrator to manage and develop research support systems. This role requires excellent technical and interpersonal skills, along with experience in a similar environment. You will ensure seamless operation and integration of systems supporting research and library functions. The position offers a competitive salary and a collaborative working environment.

Benefits

33 days annual leave

Flexible working patterns

Total rewards calculator for benefits

Qualifications

• Experience in an academic or research environment.
• Knowledge of research processes and procedures.
• Ability to analyze and report on data.
• Experience delivering training related to software implementation.
• High level of attention to detail.

Responsibilities

• Analyze system requirements and existing processes.
• Coordinate upgrades and testing of new functionality.
• Prepare training materials for users.
• Ensure all processes are documented.
• Respond to system issues and enhancement requests.

Skills

Technical ability/aptitude

Interpersonal skills

Organizational skills

Customer service

Analytical skills

Education

First degree or equivalent experience

Tools

Electronic management systems

SaaS implementations

Job description

Description

Role: Research and Library Systems Administrator

Grade and Salary: Grade 7, £37,694 - £47,389 per annum

FTE and working pattern: 1 FTE, 35hrs per week, Monday - Friday

Holiday Entitlement: 33 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)

Are you passionate about technology and its role in advancing research and learning? Do you thrive in dynamic environments where innovation meets impact? We’re looking for a Research and Library Systems Administrator to join our forward-thinking Global Information Services team.

Purpose of the Role

The Library and Research Systems Administrator will work with colleagues within Global Information Services and across the University to maintain and develop the research support systems. These will include, but not be limited, to Pure, WorkTribe and research ethics systems. They will provide technical support for day to day operations and development of resource discovery systems and software including the Library Management Platform and any specialist research or library authentication systems required such as Shibboleth.

While this set of systems will develop and change, the Research Systems Administrator will take the lead in ensuring these systems run smoothly, remain accessible and fit for purpose and are developed, extended and integrated with other internal and external systems as required to support immediate priorities and strategic objectives.

Summary Of Key Duties And Responsibilities

• Carry out analysis of system requirements and existing processes, liaising with relevant stakeholders including users, staff and SaaS providers.
• Use deep knowledge of systems to map requirements to existing systems, identify gaps and possible solutions.
• Coordinate upgrades and testing of new functionality.
• Ensure all requirements and processes are fully documented.
• Coordinate and prioritise integrations between systems.
• Respond to system issues and enhancement requests.
• Prepare training materials and offer support to users.
• Prepare analytic and operational reports on systems.

Education, Qualifications & Experience

Essential Criteria

• Educated to first degree level or equivalent or equivalent practical experience in the workplace
• Experience of working within a similar environment as outlined above
• Proven technical ability/aptitude and knowledge with respect to the administration of electronic management systems (like CRIS), with an understanding of core research processes and procedures
• Competent in the use of and generation of IT and management information with the ability to analyse and report on data, and to make decisions/provide recommendations
• Experience in the design and delivery of effective training for a range of stakeholders linked to system change/implementation of new software
• Experience supporting Software as a Service (SaaS) implementations and their development cycle
• Good knowledge and understanding of University policies, relevant legal, statutory and governance applications and turning them into good practice
• Excellent interpersonal, influencing and presentation skills, able to understand and communicate complex issues effectively
• Demonstrable excellent customer service
• Experience of working closely with stakeholders across all levels of the organisation and externally
• Ability to research, analyse and present complex information effectively with good attention to detail
• High level organisational skills with the ability to prioritise major developments and to function effectively in a pressured environment

How To Apply

Applications can be submitted up to midnight (UK time) on Sunday 2nd November 2025.

Please submit your CV & covering letter via the Heriot-Watt on-line recruitment.

We welcome and will consider flexible working patterns e.g., part-time working and job share options.

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 https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/.

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.

About The Team

The Global Information Services directorate provides a range of services to support, promote and supply information, 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.

About Heriot-Watt University

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 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.