Executive Assistant (School Senior Leadership Team)

at  Heriot Watt University

DESIRABLE CRITERIA

• Experience of working in the Higher Education sector is highly desirable
• HNC/SVQ Level 3 Administration or equivalent awardExperience 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.

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