Senior Administration Assistant - Academic Operations

at  Heriot Watt University

Role: Senior Administration Assistant - Academic Operations
Grade and Salary: Grade 5, £25,138 - £29,605 per annum
FTE and working pattern: 1 FTE, 35hrs per week, Monday - Friday
Holiday Entitlement: 28 days, plus 9 or 10 business closed days

EDUCATION, QUALIFICATIONS & EXPERIENCE

These are the criteria on which the short-listing and recruitment selection will be based.

Essential

• Educated to SCQF Level 6 or similar or equivalent experience
• 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

Desirable

• Experience of redesigning and improving processes or procedures
• Collaboration with multi-location teams

PURPOSE OF ROLE

The role-holder will be responsible for supporting key academic operations processes, such as clerking boards of examiners and studies committees, processing marks and grades, triaging mitigating circumstances; processing the outcomes of appeals and discipline cases; or answering staff enquiries or student enquiries related to their studies including difficult enquiries. The role-holder will also support other key functions of the Academic Operations Team, such as timetabling and examinations; as well as other Divisions of the RAS, for example, answering general student enquiries, supporting graduations, or helping to gather quality-related information.

SUMMARY OF KEY DUTIES AND RESPONSIBILITIES

Co-ordinate all aspects of processes related to academic boards and committees : including Boards of Examiners and School Studies Committees

• : from scheduling, to organising, clerking, minuting and post board/committee processing in the student administration system.Support all aspects of processes which can impact students marks, grades and awards
• : including mitigating circumstances, appeals and discipline cases. Monitoring the processes; ensuring applications or cases are directed to the correct people; making decisions, where required, according to pre-set criteria; and updating the student record.
• Support all aspect of processes related to Examinations and Timetabling.
• Undertake particular administrative tasks related to the other divisions of the RAS directorate as agreed with line management.
• Undertake particular administrative tasks related to student and academic processes according to an agreed division of labour with the School retained services.
• Staff academic-facing services, such as enquiry management systems, enquiry email accounts, or face-to-face support.
• Staff student facing services, such as student helplines, enquiry management systems, or face-to-face support.
• Collaborate in redesigning processes related to the work of the Academic Operations Division.
• Advise and support colleagues in Scotland, Dubai and Malaysia on the processes related to Academic Operations.
• Provide secretarial and admin support to RAS management; and to other Directorates and Schools when agreed with their line management.
• Undertake other tasks related to academic operations as required by their assigned Team Leader, the Academic Operations Manager, or the Head of Academic Operations.