Executive Assistant (School Senior Leadership Team)

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 include: 

• 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 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
• Provide support to Senior Leadership Team meetings, School meetings, committees, 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
• Assist academic Registry with the preparations for School graduation ceremonies, such as: disseminate ceremony dates and times, collate 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

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.

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 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
• 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.

About Our School

The School of Mathematical and Computer Sciences (MACS) specialises in computer science, mathematics and actuarial mathematics and statistics, with students at undergraduate, postgraduate taught, and postgraduate research levels across our Edinburgh, Dubai and Malaysia campuses. The School is proud of the international reputation for its research and its close connection with the professional and industrial world of science, engineering and technology, reflecting the importance that the University attaches to the quality of its teaching, research and student support. The vibrant environment of our School, our team of leading academics and our research activities attract a wide variety of students and staff from all over the world.

The Executive Assistant role is a pivotal role in the School, providing a high level of support to the Senior Leadership Team members, such as the Executive Dean, Heads of Department, Associate Executive Deans (Education and Student Life; Research and Impact; Quality) and the Head of Operations.

The School website for MACS is https://www.hw.ac.uk/uk/schools/mathematical-computer-sciences.htm 

How to Apply

Applications can be submitted up to midnight (UK time) on Monday 18th November. 

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. 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/ .

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.

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. 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.

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