Executive Assistant

at  Heriot Watt University

DETAILED DESCRIPTION

The School of Textiles and Design is looking to appoint an enthusiastic and experienced administrator to undertake the role of Executive Assistant to the Executive Dean and the School senior leadership team. The role will provide a range of key duties, including diary management, meeting and event organisation as well as the provision of broader administrative and operational support for the School’s activities at the Scottish Borders campus.
The role of the Executive Assistant to the Executive Dean is critical and complex, supporting the leadership team in their multi-faceted positions, and co-ordinating administrative and operational duties at School level. Reporting to the Head of Operations, the successful candidate will provide comprehensive executive and administrative support to the Executive Dean and senior leadership team, ensuring meticulous planning and attention to detail in all tasks and responsibilities.
The role is based at the Heriot-Watt Scottish Borders campus in Galashiels and sits within a wider Student and Academic Support Centre, with the role holder expected to support School and campus activities as required.
We welcome and will consider flexible working patterns e.g. part-time working and job share options.

GENERAL SUPPORT

• Act as a first point of contact within the School for queries and requests for assistance.
• Investigate and resolve enquiries, directing stakeholders to the appropriate staff or department if the issue falls outside the scope of the role.
• Support the general operation of the Student and Academic Support Centre at the Scottish Borders campus, including assisting/covering other colleagues where required.
• Maintain School records, providing updates and reports as required and managing confidential information appropriately.
• Contribute to Executive Assistant Team for a and meetings across the University and provide input on continuous service improvement around executive assistance.
  Please note that this job description is not exhaustive, and the post 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. 

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

ROLE: EXECUTIVE ASSISTANT : SCHOOL OF TEXTILES & DESIGN, HERIOT-WATT UNIVERSITY

Location: Galashiels
Salary: Grade 5 (£26,038-£30,505)
Contract Type: Full Time (1FTE), Fixed Term (18 Months)
Rewards and Benefits: 28 days annual leave, increasing to 33 days per year after 5 years service, plus 9 buildings closed days for all full time staff (Part time workers should pro rata this by their FTE). 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.

COMPETENCIES, TASKS AND RESPONSIBILITIES

Team Work

• Contribute to and provide general support across the team
• Cover for other colleagues within the immediate team
• Participate in working groups and committees within the team, School/Directorate as required
• Train team/colleagues in operational activities

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 and ad hoc reports as requested
• Enter and maintain records and data into the appropriate university system (e.g. student, HR etc.)
• Liaise with internal and external teams, committees, bodies etc. to ensure an effective service
• 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
• Example of additional job specific task Set up and process payments [using Oracle Financials]

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
• Record and produce accurate minutes when required.
• Draft non-standard communication for review and use by more senior members of the team
• Explaining standard procedures, regulations, operating instructions or course information.
• Disseminate news and information to relevant customers and colleagues

Planning and Organising

• Arrange meetings/workshops for internal or external customers, including room and equipment, hospitality and invites to attendees as appropriate
• Carry out routine instructions from standard procedures
• Contribute to drafting of standard procedures within your team
• 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

• Act as first point of contact for queries from customers by phone, email, system-generated and in person
• Identify and support process improvement
• React to problems using judgement and past experience to solve routine issues
• Use experience to suggest solution to new problems to line manager

Decision Making

• Make day to day decisions in prioritising own workload
• Provide advice and guidance, respond to queries and refer more complex queries to more senior members of the team as appropriate
• Understand the appropriate tools to use when undertaking day to day tasks

Management Responsibilities

• There are no management responsibilities within this position but you may be asked to take on management or supervisory duties on occasion as part of your personal development

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.