Role: Senior Administrative Assistant: Off Campus Students
Grade and Salary: Grade 5, £26,038 - £30,505 per annum
FTE and working pattern: 1 FTE, 35hrs per week, Monday - Friday
Holiday Entitlement: 28 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)
Purpose of Role
The role-holder will spend their time supporting key off campus student processes such as online student admissions and enrolment; course registration and payment processes; examination related processes; preparation of online student records for boards; answering online student enquiries related to their studies.
Key Duties & Responsibilities
* Organise and support all aspects of online campus student admissions and enrolment, course registration and payment processes for both new and continuing online students with support from Administrators as well as all follow up administrative tasks necessary.
* Organise and support all aspects of a student’s application for formal enrolment on a programme of study.
* Organise and support all aspects of application for recognition of prior learning or credit transfer requests.
* Undertake particular administrative tasks required to create and maintain online student records, process course changes, create and maintain class mark lists (CMLs) and maintain, and archive, student files as outlined in the University’s data management policies.
* Organise and provide support for all aspects of the processes related to examination registration, cancellation and data preparation processes including logging and distribution of exam scripts for marking, working with academic colleagues/tutors to ensure strict deadlines for marking are met.
* Undertake processes required for preparing online student records for exam boards and processing of results, such as entering and checking marks, grades, and decisions and assisting at graduation ceremonies.
* Organise and provide support for all aspects of the processes related to Academic Misconduct, Appeals and Mitigating Circumstance cases.
* Undertake processes required for preparing online student records for progression and award boards where relevant.
* Staff both student and academic facing services related to online students, such as student helplines, enquiry management systems, email enquiry accounts or face-to-face support where required.
* Collaborate in redesigning processes related to the work of the Off Campus Students Division. In conjunction with key internal stakeholders, review and identify areas of improvement to the online student experience and retention.
* Provide secretarial and admin support to RAS management; and to other Directorates and Schools when agreed with their line management.
* Advise and support colleagues in Scotland, Dubai and Malaysia on the processes related to the Off Campus Students Division.
* Undertake other tasks related to the Off Campus Students Division as required by their assigned Line Manager, the Online Students Manager, the Partnerships Manager or the Head of Off Campus Students.
Essential & Desirable Criteria
Essential
* Educated to SCQF Level 6 or similar (see link for details) or equivalent experience
* Several years’ experience of working within a similar environment as outlined above
* Demonstrable provision of excellent customer service
* Ability to plan and anticipate needs, proactively managing own workload to use time effectively, whilst handling multiple tasks simultaneously.
* Competent in the use of relevant IT packages including SharePoint and MS Teams
* Well-developed interpersonal skills
* Attention to detail
* Ability to work under pressure
* Demonstrable professional and proactive approach
* Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
Desirable
* Experience of redesigning and improving processes or procedures
* Collaboration with multi-location teams
How to Apply
Applications can be submitted up to midnight (UK time) on Sunday 26th January 2025.
Please submit your CV via the Heriot-Watt on-line recruitment.
We welcome and will consider flexible working patterns e.g., part-time working and job share options.
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.
About the 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.
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.
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.
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.
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