Student Wellbeing Executive Assistant

Heriot-Watt University; City of Edinburgh; On-site; GBP 25,000 - 32,000; Full time

Benefits offered by this job

28 days annual leave, increasing to 33 after 5 years

9 buildings closed days

Access to total rewards calculator

Job summary

A prestigious educational institution in Scotland is seeking a Student Wellbeing Executive Assistant to deliver frontline support to students with disabilities. The role involves providing exceptional customer service, handling administrative tasks, and assisting in academic access for students. Qualified candidates should have excellent communication skills and a strong background in frontline services. This is a full-time position offering numerous rewards, including generous annual leave. Apply through the university's recruitment system by January 6, 2026.

Qualifications

• Experience in providing advice, information, and guidance on various issues.
• Experience in working in front line services, assessing appropriate responses.
• Experience in handling large volumes of data and administrative tasks.
• Excellent spoken and written English.

Responsibilities

• Provide high level customer service and frontline advice at the Student Wellbeing Centre.
• Carry out financial processes such as raising invoices and processing payments.
• Contact new students with disabilities and arrange appropriate appointments.
• Log all student contacts and ensure quick turnaround for an excellent experience.
• Log student contacts and generate reports for timely responses.
• Support Student Counselling and Student Experience teams when needed.

Skills

Excellent communication and interpersonal skills

Frontline customer service experience

Ability to handle confidential information

IT proficiency including Microsoft Office

Skills in handling distressed customers

Education

Good educational standard with excellent spoken and written English

Tools

Microsoft Office

Finance systems

Job description

Join to apply for the Student Wellbeing Executive Assistant role at Heriot-Watt University

Heriot-Watt University provided pay range

This range is provided by Heriot-Watt University. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

Direct message the job poster from Heriot-Watt University

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. 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 our Team

This post is located within the Disability Team, within the wider Student Wellbeing team, and works closely with colleagues from Counselling, Student Experience, and the Chaplaincy teams. The main purpose of Student Wellbeing is to provide advice, information, and support to undergraduate and postgraduate students, throughout the student lifecycle, from the point of initial enrolment onto a university study programme right through to graduation supporting them to overcome barriers to learning.

Detailed Description

This post plays a key role in delivering front line advice and support to students in the department of Student Wellbeing. You will work alongside Assistant Disability Advisors and the Student Wellbeing Administrator to ensure that a friendly, efficient, and helpful frontline service is delivered. You will carry out administrative work, operating databases and other systems, primarily for the Disability service, and deliver some direct support for a small number of students to facilitate their learning experience.

Key Duties and Responsibilities

• Provide a high level of customer service and front‑line advice (face to face, via phone, email) to anyone enquiring at Student Wellbeing Centre reception, linked with main objective of delivering the charter to be welcoming, friendly and to treat everyone fairly and with respect.
• Carry out financial processes, raising invoices, purchase order numbers, control department credit card and processing payments for the Disability Service. Update and process data, including financial information, on spreadsheets, databases and other procurement systems.
• Contact new students who have disclosed a disability and provide them with the relevant information and arrange appointments to see the appropriate advisor. Help collate and develop data reporting systems for the Disability Service.
• Carry out initial assessment of students who present with dyslexia and conduct online dyslexia tests.
• Log all student contacts on the database and run reports as necessary ensuring quick turnaround times and an excellent customer experience.
• Provide frontline advice and administrative support for the Student Counselling and Student Experience sections when the other Student Wellbeing Assistant is on leave.
• Support specific students in accessing timetabled lectures, tutorials, group work, laboratories, and related academic tasks.
• Undertake continuing professional development as appropriate.
• Undertake other tasks and responsibilities as requested by the Student Wellbeing Team.

Education, Qualifications and Experience

• Good educational standard with excellent spoken and written English.
• Experience in working in front line services, assessing the appropriate response, and providing advice, information, and guidance on a range of issues.
• Experience in handling confidential/sensitive information.
• Experience of using IT, including Microsoft Office and Finance systems.
• Experience in carrying out a wide range of administrative tasks and implementing new processes and ability to handle large volumes of data.
• Excellent communication and interpersonal skills and a professional, customer‑focused approach with experience of working co‑operatively and effectively within a team.
• Skills in responding to distressed or challenging customers.
• Understanding of the issues that affect students particularly those with a disability or mental health issue.

How to Apply

Please submit via the Heriot‑Watt on‑line recruitment system (1) Cover letter (2) Full CV.

Applications can be submitted up to midnight (UK time) on Tuesday 6th January 2026.

We expect interviews to take place on Thursday 15th January 2026.