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Summary of Key Duties and Responsibilities:

• Provide a full range of administrative support for their assigned Head(s) of School (HoS).
• Provide professional customer service in all interactions.
• Communicate effectively by phone, email and in-person in a professional and tactful manner; respond promptly and accurately.
• Investigate and resolve inquiries. If outside the scope of the role, connect the stakeholder with the relevant recipient/staff.
• Receive and direct students and visitors for the HoS.
• Organize, manage, and arrange diary appointments in coordination with the HoS. This includes meetings with students, parents, visitors, staff and external stakeholders.
• Organize meetings and provide administrative support, including bookings, invites, agendas, documentation and producing minutes.
• Clerk and / or produce minutes for non-Learning & Teaching meetings within the Schools.
• Provide administrative support for quality processes (eg, Academic Reviews, professional and regulatory accreditation, KHDA submissions, MoE submissions).
• Maintain office systems, data management and related processes accurately and efficiently.
• Complete general administrative tasks, including scanning and copying documents, arranging courier services, etc.
• Prepare and send letters, email communication and correspondence to students on behalf of the HoS, including recommendation/reference letters.
• Make logistical arrangements for meetings and events, including catering, venue reservations, liaise with suppliers, and coordinate with internal and external stakeholders.
• Make travel arrangements, including travel bookings and accommodation with the designated provider(s) as well as local transfers to and from the University for the HoS and visitors as requested.
• Maintain School records, including for finance / requisitions, professional and regulatory accreditation, and adjunct staff files.
• Support Human Resources with the required information for the processing and issuance of adjunct staff contracts.
• Arrange IT accounts, campus access and space for adjunct staff.
• Assist with the onboarding and induction of new staff.
• Schedule PDR sessions for academic staff in conjunction with HoS (or their delegate).
• Contribute to the development and drafting of procedural documents and resources in line with School, Campus and University policies.
• Prepare, compile and maintain regular reports and records as well as complete ad hoc requests.
• Evaluate processes for efficacy and efficiency, and collaborate with stakeholders to improve processes.
• Provide leave coverage for Executive Assistant team members as assigned.
• Help with planning, preparing and implementing various Registry and Academic Support events, such as induction, enrolment, course registration and graduation.
• Other duties as assigned to support the mandate and goals of the Registry and Academic Support Directorate, and the wider University.

Education, Qualifications & Experience:

Essential * Educated to at least degree or equivalent practical experience in the workplace

• Experience of working within a similar environment as outlined above
• Competent in the use of relevant IT packages
• Well-developed interpersonal 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
• Analytical problem-solving skills
• Excellent English language skills including writing, speaking and comprehension

Desirable * Experience in Higher Education

At Heriot-Watt we understand that being diverse makes us better which is why we support a culture of respect and equal opportunity, and value diversity at the heart of what we do. We want to increase the diversity of our workplace to underpin a dynamic and creative environment.

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.

The appointment is conditional upon successful completion of all Labour and Immigration formalities.

Heriot-Watt University