Student Experience Administrative Assistant

Heriot-Watt University; Kilmarnock; On-site; GBP 24,000 - 27,000; Full time

Job summary

A leading educational institution in Kilmarnock seeks a Student Experience Administrative Assistant to provide operational support within the School of Engineering and Physical Sciences. The role involves coordinating student events, managing committees, and collaborating closely with faculty. The ideal candidate will possess strong communication skills and the ability to work accurately in a dynamic environment. Full-time, with a salary range of £24,215 - £26,707.

Benefits

28 days annual leave

Increasing to 33 days after 5 years

Further benefits accessible via the total rewards calculator

Qualifications

• Effective team working skills.
• Experience in a similar environment.
• Able to work accurately in a pressured environment.

Responsibilities

• Support student societies and initiatives.
• Manage student events such as Welcome Week.
• Clerk various committees and provide reports.

Skills

Team working skills

Literacy and numeracy skills

Competent in IT packages

Excellent communication skills

Customer service

Education

SCQF Level 6 or equivalent

Tools

Microsoft Office

Job description

Description

Student Experience Administrative Assistant position within the School of Engineering and Physical Sciences (EPS).

Role

Student Experience Administrative Assistant

Directorate

The School of Engineering and Physical Sciences (EPS)

Grade

Grade 4 (£24,215 - £26,707)

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 building 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 Associate Executive Dean (Education and Student Life) and the 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

Essential

Education, Qualifications and Experience

• 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

How To Apply

Applications can be submitted up to midnight (UK time) on Wednesday 12th 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.

Equalities Statement

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/ .

Total Rewards Calculator

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 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.