Executive Assistant (School Senior Leadership Team)
Location: Edinburgh
Grade 5: £26,038 - £30,505
Post: Open Ended
Key Duties & Responsibilities
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.
* 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.
Project Support
* Lead on small projects on behalf of the Senior Leadership Team or Associate Executive Deans.
Education, Qualifications and Experience
Essential Criteria
* Educated to first degree level or equivalent practical experience in the workplace.
* Experience of working within a similar fast-paced environment, with a proven track record of supporting senior level management.
* A high degree of attention to detail and accuracy of working, including the ability to handle sensitive and confidential information in accordance with the University's Data Management Policy.
* Well-developed interpersonal skills and effectiveness as a good team player, including the ability to use both tact and diplomacy in sensitive situations.
* Experience of using large database systems (e.g., HR system) and competent and proficient use of Office 365 and other standard IT packages.
Desirable Criteria
* Experience of working in the Higher Education sector is highly desirable.
* HNC/SVQ Level 3 Administration or equivalent award.
* Experience of having worked as a Personal Assistant to a senior manager.
This job description is intended as a flexible framework which outlines the key general areas of activity in your position. Other activities may be required which are not outlined above but which are appropriate to the position and grade. Your personal objectives (Forward Job Plan) will also set out specific tasks and objectives for you to achieve, including objectives to help your career development.
How to Apply
Applications can be submitted up to midnight (UK time) on Monday 18th November.
Please submit your CV via the Heriot-Watt online 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.
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