Directorate:  School of Mathematical and Computer Sciences
Grade:  Grade 5 (£26,338 - £30,805)
Contract Type:  Full Time (1FTE), Open Ended
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.

DETAILED DESCRIPTION

The Executive Support Officer provides high-level administrative and secretarial support to the Senior Leadership Team, ensuring the efficient management of daily operations such as diary coordination, meeting organisation, and email communication. The role involves supporting HR processes, including recruitment, promotions, staff induction, and absence management while maintaining confidentiality in line with data protection policies. Additionally, the role provides comprehensive administrative assistance for meetings, events, and School projects, including minute-taking, document preparation, and follow-up actions. The postholder will also lead small projects, contribute to the development of procedures, and provide exemplary customer service. This position requires excellent attention to detail, strong organisational skills, and the ability to work independently while supporting a collaborative team environment.

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

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

KEY DUTIES & RESPONSIBILITIES

Executive Support

• 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.

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.

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