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Salary: Grade 5 (£24,715 - £28,131)

Contract: Full-time (35 hours per week), Open Ended. Part-time and flexible working options available.

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.

About the Lyell Centre for Earth and Marine Science and Technology

Based at Heriot-Watt's Edinburgh Campus, Heriot-Watt University and the British Geological Survey (BGS) joined forces in 2015 to create a new research platform, the Lyell Centre for Earth and Marine Science and Technology, to become one of Europe's leading centres for research and expertise in the earth and marine sciences.

The Lyell Centre promotes innovative research at the core of geoscience, marine and terrestrial ecology, computing, mathematics and engineering. Together with our colleagues at BGS, the Centre aims to create a world-leading research cluster bringing science and technology together to tackle major issues of natural resource and energy supply in a responsible and sustainable way.

The new fusion of pure and applied expertise between Heriot-Watt and the BGS provides an opportunity to develop and use innovative methods and new technologies to create real-world solutions to address global challenges The Lyell Centre's research themes are clustered in two main areas: Applied Geoscience and Ecosystems Science. New research laboratories in Biogeochemistry, Marine Sciences, and GeoEnergy are fundamental components to facilitate and catalyse advancement of research and outreach in the Lyell Centre.

We host a cohort of around 50 PhD students in various disciplines. We provide some undergraduate teaching and this year will begin two new masters programmes in Global Environmental Change and Policy, and Marine Resource Management and Policy.

Further information can be obtained at: https://www.hw.ac.uk/uk/research/the-lyell-centre.htm

The Lyell Centre is currently seeking to recruit an Executive Assistant to support the Senior Leadership Team. The job holder will develop and maintain a broad knowledge of activities, will provide high level administrative support and promote a high quality, professional business environment. The post requires high level of initiative and problem-solving skills.

Key Duties & Responsibilities

Executive Support

Executive support is provided to the Lyell Centre 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, organisation of travel, email prioritisation and management, and assistance with drafting email communications
  

• Provide administrative support to Lyell Centre projects being led by the Senior Leadership Team, such as the Lyell Centre Director, Academic Leads, Director of Research, Head(s) of Operations
  

• Demonstrate a high level of initiative and problem-solving skills, whilst supporting the Lyell Centre leadership team.
  

HR Support

• Provide support associated with the recruitment of staff to the Lyell Centre, 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 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, advisory board meetings, 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;
  

• Administer the Lyell Centre Honorary appointments;
  

• Assist with the management of stationery stocks across the Lyell Centre;
  

• Contribute to the development of Lyell Centre procedures and information on the intranet/ Centre website;
  

• Deputise for other colleagues in the team as and when required;
  

• Help maintain the helpful and friendly environment within the Lyell Centre through effective and appropriate working practices.
  

Project Support

• Lead on small projects on behalf of the Senior Leadership Team or Directors, as required.
  

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.

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 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 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 is sensitive situations.
• Confidence in taking initiative and demonstration of problem-solving skills'.
• 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.

How to Apply

Applications can be submitted until midnight on the 1st of June 2023.

Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing their interest and suitability for the post; (2) Full CV

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. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. 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.

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.