Administrative Assistant Edinburgh, Scotland
Job description
Grade and Salary: Grade 4, £22,681- 24,533
FTE and working pattern: 1.0 FTE - 35 hours per week, Open ended.
The Team follows a hybrid working pattern, which requires staff to be in the office for at least part of each week
Previous applicants need not apply.
This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.
About our School/Directorate/Team: The School consists of the Department of Psychology, Department of Languages & Intercultural Studies, and Edinburgh Business School, and delivers a range of undergraduate and postgraduate taught and research degrees across all of the University's global campuses, as well as through a range of high quality distance learning programmes. The Doctoral Programmes team oversees all aspects of the PhD and DBA programmes in the School, including a pre-doctoral Postgraduate Certificate in Research Methods. The team also has responsibility for oversight of a range of additional research methods courses at UG and PGT level.
Purpose of Role
To assist with administrative tasks associated with running the doctoral programmes, including dealing with enquiries, taking minutes, and operating established administrative processes associated with tasks such as processing applications and monitoring student progress. Our administrative assistant needs to be flexible and versatile picking up tasks and helping with projects from across the team.
Summary of Key Duties and Responsibilities:
Reporting to the School PGR Manager, the role holder will:
- Provide a high quality service to current and prospective doctoral students, including timely response to enquiries: in person, by phone and monitoring of shared mailboxes, escalating complex queries as required.
- Process admission applications; this includes, document verification and following up with requested documents before making recommendations based on admissions procedures, collating application documents for the scholarship panels, arrange interviews and issue decisions from the Admission/Scholarship Panel.
- Monitor and update student records. In particular this includes supporting the student attendance monitoring process, coordinating suspension applications, ensuring that all procedures are properly and accurately followed and escalating as required.
- Assist in organising seminars both online and at the Edinburgh and Dubai campuses.
- Committee support for PGR meetings, ensuring accuracy and efficiency in routine administrative duties (e.g. minute taking).
- Liaise with academic and professional services colleagues in the doctoral team, the wider School and University as necessary to ensure efficient performance of administrative tasks.
Essential
- Literacy and numeracy skills equivalent to SCQF Level 5 or similar (see link for details) or equivalent experience
- Experience of working within a similar environment as outlined above
- Competent in the use of relevant IT packages
- Well-developed interpersonal, oral and written communication skills
- Demonstrable professional and proactive approach
- Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
- Demonstrable provision of excellent customer service
- Attention to detail
- Ability to work independently and as part of a team.
Desirable
- Educated to SCQF Level 6 or equivalent qualification
- Experience with databases and platforms, including Virtual Learning Environments.
- Knowledge of the postgraduate research student lifecycle
Competencies, Tasks and Responsibilities
The tasks and responsibilities listed under the following Competency Headings form part of all administrative roles in the University at this level and it is expected that the role-holder will perform them to at least an effective standard at all times.
Team Work
- Participate in and contribute to the general support across the team
- Cover for other colleagues within the immediate team
Service Excellence
- Create a positive image of the University by being responsive, prompt and courteous when responding to requests or enquiries from customers
- Produce standard reports as requested
- Enter and maintain records and data into the appropriate university system (e.g. student, HR etc.)
- Process documents, for example applications, offers, contracts, orders, records, payments and other information in accordance with agreed service levels and information security procedures
- Carry out general office duties, e.g. reception/meeting and greeting; sort and organise mail; order stationery; maintain office equipment such as printer, photocopier etc.
- Keep working area clean and tidy in line with appropriate H&S requirements
Clear and Consistent Communications
- Maintain confidentiality at all times by following university policies and guidance in managing confidential information and personal data
- Write standard communications using templates, understanding what parts of the template to use as appropriate
- Explain standard procedures, regulations, operating instructions or course information.
- Reply to simple requests for information, routing enquiries where information is standard/routine.
- Disseminate news and information to relevant customers and colleagues
Planning and Organising
- Arrange meetings/workshops for internal and external customers, including room and equipment, hospitality and invites to attendees as requested
- Carry out routine instructions from standard procedures
- File, archive and destroy data in line with the University Data Protection & Retention Policy
- Provide appropriate admin support for meetings and events
- Support School/Directorate and team processes and procedures by meeting schedules and timetables
Initiative and Problem Solving
- Use standard procedures and guidelines to solve day to day issues
- Act as first point of contact for queries from customers by phone, email, system-generated and in person
- Use experience and initiative to identify when to pass non-standard issues to line manager
- Use experience to suggest solution to new problems to line manager
Decision Making
- Make day to day decision in prioritising own workload
- Provide routine advice and guidance, respond to queries and refer more complex queries to more senior members of the team as appropriate
- Follow set procedures and protocols referring any non-standard requests to line manager.
- Understand the appropriate tools to use when undertaking day to day tasks
- There are no management responsibilities within this position but you may be asked to take on supervisor duties on occasion as part of your personal development
Management Responsibilities
Citizenship
- Demonstrate the University Values at all times through performance and behaviour
- Participate in ad-hoc duties to support the team/University and for personal development
- Support newer or inexperienced colleagues within and outside the University by offering support, help and advice
- Positively promote the University internally and externally through positive behaviour and supporting University-wide activities
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.
THE GENERAL RESPONSIBILITIES WITHIN THIS JOB DESCRIPTION MAY APPLY TO ALL GRADE 4 ADMINISTRATION POSITIONS ACROSS THE UNIVERSITY
How to Apply
Applications can be submitted up to 23:59 (UK time) on the 13 September 2023 . Applications should be submitted including your CV to evidence how you meet the essential and desirable criteria.
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.
The School consists of the Department of Psychology, Department of Languages & Intercultural Studies, and Edinburgh Business School, and delivers a range of undergraduate and postgraduate taught and research degrees across all of the University's global campuses, as well as through a range of high quality distance learning programmes. The Doctoral Programmes team oversees all aspects of the PhD and DBA programmes in the School, including a pre-doctoral Postgraduate Certificate in Research Methods. The team also has responsibility for oversight of a range of additional research methods courses at UG and PGT level.
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.
