Administrative Assistant

The Food and Beverage team is part of Hospitality Services and has responsibility for all aspects of the planning, preparation and service of retail and events catering both on and off the Edinburgh Campus. The team is looking for a General Assistant to actively contribute to the successful delivery of excellent service to all students, staff and visitors across the university.

On behalf of the Engineering and Physical Sciences Research Council (EPSRC) we are leaders of a strategic consultation, in partnership with the University of Glasgow, on the use of Digital Twinning in decarbonising the UK transport system. This role will support the co-creation of DT capabilities and practices, that align to the strategic objectives of future transport, such as decarbonisation, intelligent logistics etc. Our open consultation will be inclusive to all stakeholders and will encompass all modes of transport (e.g. road, rail, maritime and aviation), throughout the UK as well as the diverse markets/end users of transport services and technology.

We are actively looking for a talented researcher in robotics and machine learning to work on the Prosperity Partnership project between Heriot-Watt and Seebyte Ltd.

The Lyell Centre is currently seeking to recruit an Executive Assistant to support the Senior Leadership Team. The job holder will develop and maintain a broad knowledge of activities, will provide high level administrative support and promote a high quality, professional business environment. The post requires high level of initiative and problem-solving skills.

An opportunity for a Senior Contracts Adviser has arisen to draft and negotiate contracts, and provide a pragmatic, business driven service, balancing and assessing risk, to effectively facilitate research delivery and support the growth of the University’s research income.

LINCS is now looking to recruit a full-time member of staff to join the Department on a Teaching & Scholarship contract. The new staff member will contribute primarily to teaching German, Translation and Interpreting courses at various levels. They will also have the opportunity to contribute to courses for other languages taught in the Department (BSL, Chinese, French and Spanish) where qualified, across a range of programmes, as well as cultural studies-related courses. They will be required to be involved in relevant administration tasks.

We are seeking candidates for the position of assistant or associate professor. The Institute of Biological Chemistry, Biophysics and Bioengineering (IB3) is recruiting a research leader to build synergies across biology, health, chemistry, physics and engineering.  This new staff member will complement and enhance existing research strengths both within the Institute and the broader School of Engineering and Physical Sciences.

The Global Registry and Academic Support Directorate are looking for an experienced Administrative Assistant to join their Off-Campus Students division.

An exciting opportunity has arisen to join our Research Engagement team as a Contracts Advisor. Contracts Advisor will prepare, negotiate and conclude commercial contracts, including confidentiality, research, collaboration & consultancy agreements. The role will support the University’s Excelling in Research strategy with contractual advice for both research and knowledge exchange. This is a part time opportunity and hybrid working is possible.

We are currently recruiting for an enthusiastic Assistant Professor with experience of teaching and research. The successful candidate will be an experienced lecturer and researcher in the field of Human Resource Management. Preference will be given to candidates with professional HRM&D experience, as postholders will be expected to engage with HR professionals to develop, enhance and augment our undergraduate and postgraduate programme offerings. Candidates must be able to show evidence of prior academic experience in areas related to organisational behaviour and talent and resourcing management. Preference will also be given to those candidates with a strong track record of publication in high-quality, scholarly journals.

The post holder is required to provide a fair, friendly and customer focused service to MACS staff, students and visitors in relation to all financial matters (travel, expenses claims, catering and other purchasing requirements). They will provide support and advice to new and current members of staff and students in all aspects of MACS & HWU Finance, giving information on financial procedures and policy in a clear and concise manner.

If the identification and implementation of energy efficiency /energy management / renewable energy related emission reduction is your passion, then the Net Zero Support Officer role could be ideal for you. The role holder will provide development and implementation support across a range of programmes and projects designed to assist achievement of the University’s Net Zero objectives and improve the environmental sustainability of our operations.

An exciting opportunity has arisen to lead and manage the University’s global academic partnership and accreditation processes (internal and external) and key quality processes for all of HWU’s educational provision across all modes and locations.

An exciting opportunity has arisen to join our Business & Enterprise directorate as a CRM & Project Analyst. The main purpose of the role will be to provide analytical support to the directorate.

We are currently recruiting for a Student Service Centre Admin Assistant to join our Student Service Centre Team within the Registry and Academic Support Directorate at our Dubai Campus. The team supports our students and staff across the full student life-cycle from enrolment to graduation. The Directorate also supports academic and professional services staff across the University in a number of areas, including: academic, institutional and student related Regulations and Policies, and global, national and institutional quality matters.

Exciting opportunity for you to join the National Robotarium, a world-leading centre for Robotics and Artificial Intelligence opening at Heriot-Watt University’s Edinburgh campus.

The Finance team is one of the Professional Services supporting the University’s mission and its strategic priorities. On a day-to-day basis, it does this by delivering a range of financial operations. The purpose of the role is to provide expert advice and be the key point of contact across the University on all aspects of project accounting and capital spend as well as provide in-depth analysis and insight into critical projects and how they link into the University’s overall strategic aims. This role will be offered on a 12 month fixed term basis

As a member of the Accounting group team, you will contribute to teaching Undergraduate, Postgraduate and MBA programmes in accounting, as well as contribute to the groups’ aim in increasing their global visibility through excellent research outputs. This is an exciting opportunity to join a highly collaborative and supportive School and Group, on an upward trajectory. A successful applicant would form part of a Research Centre within EBS, able to contribute to REF submissions and overall research activities while also receiving support and mentoring to enhance their standing in their field.

The Networks Lab of the Edinburgh Business School seeks to capitalize on impactful ongoing work on risks associated to financing decarbonization, by appointing three Research Assistants that will facilitate our contribution to a number of ongoing projects.

The Academic Quality Officer will be responsible for undertaking key quality assurance activities as part of the Academic Quality team based at the Dubai campus, with a particular focus on: *Accreditation, review and audit events for the approval and re-approval of the University’s programmes; and the *Approval, review and renewal of the University’s external partnership agreements and associated processes. The post-holder will be responsible for supporting an integrated, coherent approach across all modes and locations and to maintaining and assuring the quality and academic standards of the University’s provision. This role will be on a 4 year full time contract.

An exciting and interesting opportunity has arisen for an Executive Assistant to join the team at The National Robotarium. The main purpose of the role will be to provide advanced administrative and secretarial support to the COO of the National Robotarium and all teams within the area.

Mental health represents, globally, a priority for public health organizations, policy makers, patients and citizens. The mental illnesses’ diagnosis and decision processes are still uncertain and inconsistent especially in a fast-evolving real world where stressors affect people in different ways. This understanding is key to developing mental health services and outstanding policies that are more responsive to the cultural and social contexts and inclusive towards vulnerable people. SMILE aims to improve the quality of self-assessment, learning, and clinical practices and ensure affordable services by sharing evidence-based knowledge, providing scalable digital tools, and ensuring personalized decision-making and interventions in an effective way.

We are delighted to present an exciting opportunity to join our Development & Alumni team as an Alumni Content & Social Media Co-ordinator.

An opportunity for you to join Heriot Watt as a Research Accountant. The Finance team is one of the Professional Services supporting the University’s mission and its strategic priorities. On a day-to-day basis, it does this by delivering a range of financial operations: routine financial transactional processing in payroll, accounts payable and accounts receivable sound management accounting, including ensuring the availability of accurate and timely financial management reporting; and effective budgeting and planning effective operation of financial systems effective and timely delivery of statutory financial reporting

Role: Administrative Assistant (Off Campus Students)

Grade and Salary: Grade 4, Salary: £22,197 – £24,114

FTE and working pattern: 1.0 FTE, 35 hours per week (Mon-Fri 9am-5pm)

Holiday Entitlement: 28 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)

The Global Registry and Academic Support Directorate are looking for an experienced Administrative Assistant to join their Off-Campus Students division.

About Heriot-Watt University

Heriot-Watt University has established a reputation for world-class teaching and leading-edge, relevant research, which has made it one of the top UK universities for innovation, business, and industry. 

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.

About our School/Directorate and Team

The Global Registry and Academic Support Directorate supports our students and staff colleagues across the full student life cycle from enrolment to graduation.   The Directorate has responsibility as the definitive record-keeper of all student information and programme and course details, and leading services that help students settle and stay at the University with professional help and advice, through a range of wellbeing services. 

It supports academic and professional services staff across the University in a number of areas, including academic, institutional and student related Regulations and Policies and global, national and institutional quality matters. It delivers these services through four Divisions, each managed by a Global Head, and two Heads of Campus Registry:

• Student Life
• Off Campus Students
• Academic Operations
• Academic Quality
• Head of Registry – Dubai Campus
• Head of Registry – Malaysia Campus

The Off Campus Students Division consists of two teams supporting Heriot-Watt Online students: the Off Campus Students team (STEM) and the Off Campus Students team (non-STEM). The work of the Administrative Assistant will be related to the Off Campus Students support teams.

The Off Campus Students Division is responsible for supporting all aspects of the off-campus student journey from enrolment to graduation by providing a single structure to support and enhance the student experience of those studying online programmes or studying off campus via dedicated University approved partnerships globally. 

Purpose of Role

The Administrative Assistants in the Off Campus Students Team share responsibility for key duties outlined below. A number of these tasks will also be shared with the Senior Administrative Assistant. For some specific tasks (e.g., course registration, exam data preparation, etc.) an individual will be assigned the responsibility of leading the work for an allocated period, after which the task will be reassigned to another in the team to share knowledge and expertise.

Summary of Key Duties and Responsibilities

The Administrative Assistants in the Off Campus Students team share responsibility for key duties outlined below. A number of these tasks will also be shared with the Senior Administrative Assistant. For some specific tasks (e.g., course registration, exam data preparation, etc.) an individual will be assigned the responsibility of leading the work for an allocated period, after which the task will be reassigned to another in the team to share knowledge and expertise.

• Support the admissions process by undertaking a range of administrative tasks and recruitment activities to help maximise student recruitment.  This includes running reports and providing applicants with guidance via email and phone where required.
• Support the enrolment, course registration and payment processes for both new and continuing students by assisting the Senior Administrative Assistants as well as any follow up administrative tasks. 
• Provide support for a student’s application for formal enrolment on a programme of study.
• Engage with the Head of Heriot-Watt Off Campus Division, the wider Off Campus team, students, and other University staff to create and maintain student records, process course changes, create and maintain class mark lists (CMLs), maintain and archive student files as outlined in the University’s data management policies.
• Support the examination registration, cancellation, and data preparation process (currently three exam diets per academic year).  Log/distribute exam scripts for marking, working with academic colleagues/tutors to ensure strict deadlines for marking are met.
• Produce certification letters, copies of transcripts and verification responses.
• Archive student files and exam scripts and arrange for disposal as outlined in the University’s data management policies.
• Assist Senior Administrative Assistants in preparing for exam boards and processing of results, such as entering and checking marks, grades, and decisions and assisting at graduation ceremonies.
• Assist Senior Administrative Assistants in preparing for progression boards and award boards where relevant.
• Assist Senior Administrative Assistants in processing any applications for recognition of prior learning or credit transfer requests.
• Assist providing support for all aspects of the processes related to Academic Misconduct, Appeals and Mitigating Circumstance cases.
• Maintain programme and course records and run an annual audit on the data in preparation for student enrolment as required.
• General office duties, under the day-to-day direction of the Senior Administrative Assistants, such as: general office duties, such as sorting mail and organising DHL collections, ordering stationery, scanning, filing, photocopying and shredding; and maintain equipment, e.g., photocopies (replenish paper, toner & staples, report breakdowns)

Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post.  Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.  

Essential & Desirable Criteria

Essential Criteria

• Educated to Scottish Highers/A-Level standard (or equivalent). 
• Recent experience of relevant administration. 
• Experience of providing information and/or advice to customers. 
• Experience of taking a proactive and customer focused approach to administrative support. 
• Good oral and written communication skills. 
• Well-developed interpersonal skills with the ability to use both tact and diplomacy. 
• Well-developed organisational and time management skills with the ability to work flexibly and accurately in a dynamic and pressured environment. 
• Ability to work both independently and across team/section boundaries to strengthen working relationships. 
• Competent in the use of Microsoft Office, in particular: Outlook, Word, Excel 
• Possess a positive and professional attitude to providing support to others even in difficult or challenging circumstances.

Desirable Criteria

• NQ/SVQ Level 2 Administration or equivalent award. 
• Experience of student administration in the Higher Education or Further Education sector.
• Experience of producing summary data reports. 
• Experience of using large database systems (e.g. Student records systems etc.) 
• Ability to interpret information and disseminate in an easily assessable format for audiences with different levels of understanding, including those where English is not their first language. 
• Competent in the use of Microsoft Access and advanced knowledge of Microsoft Excel, including the use of advanced functions such as pivot tables and vertical look up.

How to Apply

Applications can be submitted up to midnight (UK time) on Sunday 11th June 2023.

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

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/  .

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

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.

Heriot-Watt University has established a reputation for world-class teaching and leading-edge, relevant research, which has made it one of the top UK universities for innovation, business, and industry. 

Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders, and Orkney), one in Dubai and one in Malaysia. The University offers a highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business, and languages. Heriot-Watt is also Scotland’s most international university, boasting the largest international student cohort.