Directorate: School of Mathematical and Computer Sciences
Grade: Grade 5 (£26,338 - £30,805)
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 (Part time workers should pro rata this by their FTE). Use our total rewards calculator: total rewards calculator to see the value of benefits provided by Heriot-Watt University.
Detailed Description
The Executive Support Officer provides high-level administrative and secretarial support to the Senior Leadership Team, ensuring the efficient management of daily operations such as diary coordination, meeting organisation, and email communication. The role involves supporting HR processes, including recruitment, promotions, staff induction, and absence management while maintaining confidentiality in line with data protection policies. Additionally, the role provides comprehensive administrative assistance for meetings, events, and School projects, including minute-taking, document preparation, and follow-up actions. The postholder will also lead small projects, contribute to the development of procedures, and provide exemplary customer service. This position requires excellent attention to detail, strong organisational skills, and the ability to work independently while supporting a collaborative team environment.
Key Duties & Responsibilities
Executive Support
* Executive support is provided to the Senior Leadership Team and includes:
* Responsibility for the provision of high quality administrative and secretarial support. This may include day-to-day operational aspects of work such as diary management, organisation of meetings, email prioritisation and management, and assistance with drafting email communications;
* Provide administrative support to School projects being led by the Senior Leadership Team, such as the Heads of Department, Associate Executive Deans (Education and Student Life; Research and Impact; Quality) and Head of Operations;
* Demonstrate a high level of initiative and problem-solving skills, whilst supporting the Executive Dean.
HR Support
* Provide support associated with the recruitment of staff across the School, ensuring all information relating to staff is handled in a confidential manner and in line with the University’s Data Management Policy.
* Coordinate the promotion process, manage staff absences and staff leavers in line with the University policies and procedures, while liaising with HR to prepare the required paperwork.
* Provide administrative support for staff induction;
* Provide guidance to staff on relevant School/University policies and procedures;
Administrative Support
* Provide support to Senior Leadership Team meetings, committees, working groups, away days, and ad hoc meetings as and when required, including taking minutes and following up agreed actions;
* Provide support to Senior Leadership Team meetings, School meetings, committees, working groups, away days, student-related events and ad hoc meetings as and when required, including arranging venue, organising catering, preparing papers, taking minutes and following up agreed actions;
* Assist Academic Registry with the preparations for School graduation ceremonies, such as disseminating ceremony dates and times, collating staff attendance and gown hire requirements;
* Administer the School Honorary appointments;
* Assist with the management of stationery stocks across the School buildings;
* Contribute to the development of School procedures and information on the School intranet;
* Deputise for other colleagues in the team as and when required;
* Help maintain the helpful and friendly environment within the School through effective and appropriate working practices.
* 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.
Project Support
* Lead on small projects on behalf of the Senior Leadership Team or Associate Executive Deans.
How to Apply
Applications should be made using the Heriot-Watt University online recruitment system, and should include: (1) Cover letter indicating your interest and suitability for the post; (2) Full CV
Applications can be submitted up to midnight (UK time) on Monday 31st March 2025.
Shortlisting to commence the w/b 31/03/2025 and hold interviews on 22/04/2025.
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