Role: Senior Administration Assistant (Academic Quality)
Directorate: School of Social Sciences
Salary: Grade 5 (£26,038-£30,505)
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).
Detailed Description
The School of Social Sciences is looking to appoint a full-time Senior Administration Assistant. The role holder will be responsible for providing high-quality day-to-day administrative and secretarial support to the School’s Associate Executive Dean (Academic Quality), the Deputy Associate Executive Dean (Academic Quality), and the Deputy Associate Executive Dean (Academic Quality) based in Dubai. The role works within a wider support team within the School.
The successful applicant will have a proven track record in the delivery of administrative services to senior staff and will be relied upon to provide an excellent administrative service to a range of stakeholders. The ability to initiate and complete tasks to the highest standard is essential. Excellent organisational, interpersonal, and communication skills are also vital to this role, as are strong IT skills (particularly with Microsoft Office Packages). Applicants should also have experience of working in a customer-oriented role.
Key Duties and Responsibilities
* Provide high-quality administrative and secretarial support to the Academic Directors of Academic Quality, including diary management, email prioritisation, managing travel, organisation of meetings, and minor internal procurement paperwork.
* Organise and provide support to Boards of Examiners and Boards of Studies and any other Academic Quality forums as required, including scheduling meetings, preparation of agendas, circulation of documentation, minuting meetings, and following up actions.
* Become expert in the use of the Global Curriculum Management system to support changes to the curriculum and ensure that new courses/programmes are submitted for approval correctly.
* Interpret and advise academic colleagues on Heriot-Watt Ordinances and Regulations as well as their operationalisation through detailed and complex academic quality policies and procedures.
* Take responsibility for actioning decisions taken in School level Academic Quality forums and meetings.
* Support academic staff to understand and apply the academic quality policies and procedures.
* Liaise with academic colleagues and appropriate professional service colleagues to ensure timely completion of academic quality reports or analyses.
* Plan and organise training events for academic staff.
* Manage Academic Quality projects at School level to ensure that all deadlines are met.
* Maintain academic quality resources held on the SoSS Workspace, keeping the information current based on changes to University AQ policy and practices.
* Work collaboratively and effectively with colleagues in the wider School support team and with a variety of relevant University central services.
* Preparing relevant documentation and Clerking of relevant School Committees and Working Groups.
* Other duties as required.
Education, Qualifications and Experience
Essential
* Educated to at least SCQF level 6-7 or similar or equivalent practical experience in the workplace.
* Experience of working within the HE sector or a similar environment.
* Recent relevant administrative experience.
* Experience of clerking formal committees.
* Experience in managing record systems.
* Experience of working in a support role for a senior member of staff.
* Fully proficient in the use of relevant IT packages and databases.
* Demonstrable experience of delivering excellent customer service.
* Experience of project coordination and associated activities.
* Excellent interpersonal skills and written and verbal communication skills.
* Ability to communicate appropriately and establish strong working relationships.
* Ability to work effectively in a team.
Desirable
* Educated to degree level or equivalent practical experience.
* A proactive approach to problem-solving with strong analytical and decision-making skills.
* Experience using Excel as a tool to organise and analyse data.
* Demonstrable experience of taking a proactive approach to administrative support.
* Proactive approach to managing and reviewing processes and procedures.
How to Apply
Please submit via the Heriot-Watt online recruitment system: (1) Cover letter describing your interest and suitability for the post; (2) Full CV.
Applications can be submitted until midnight on Sunday 5th January 2025.
For an informal discussion on this post, please contact the Head of Operations - Dr. Darren Cunningham (d.p.cunningham@hw.ac.uk).
This role is not eligible for sponsorship.
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