Senior Administrative Assistant

at  Heriot Watt University

Directorate: The School of Textiles and Design (Galashiels Campus)
Salary: Grade 5 (£25,138-£28,759)
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 School of Textiles and Design (SoTD) is currently recruiting a Senior Administrative Assistant to join their team. Situated in the heart of the Scottish Borders the School of Textiles and Design reflects current and future developments in design, new materials, fashion and textiles and cutting-edge technologies, consistent with Heriot-Watt University’s (HWU) strategy to build flourishing communities, be pioneers in education, excel in research and enterprise, and be a global, connected university. The School’s research focusses on applying design to harness technology with the aim of addressing human- and environmentally-centred problems and issues.

EDUCATION, QUALIFICATIONS AND EXPERIENCE

Essential Criteria     

• Educated to Scottish Highers/A-Level standard (or equivalent).
• Experience of providing relevant administrative support to senior personnel.
• Proven experience of building and maintaining relationships with a wide variety of stakeholder groups.
• Ability to work both independently and across team/section boundaries to strengthen working relationships.
• Excellent oral and written communication skills.
• The ability to write concise and informative committee minutes.
• The ability to interpret information and disseminate it for a wide range of audiences.An ability to handle sensitive and confidential information as per the University
• ‘s Data Management Policy.
• Well-developed interpersonal skills with the ability to use both tact and diplomacy in sensitive situations.
• Excellent customer services skills.
• Proven experience of taking a proactive approach to administrative support.
• A positive and professional attitude to providing support even in difficult or challenging circumstances.
• Experience of organising events and well-developed organisational and time management skills.
• An ability to work flexibly and accurately in a dynamic and pressured environment.
• Experience of using large database systems and competent in the use of Microsoft Office applications.

Desirable Criteria     

• HNC/SVQ Level 3 Administration or equivalent award
• Experience of having worked in a similar role
• Experience of providing executive assistance
• Experience of working in Higher Education or other public sector organisations.

KEY DUTIES & RESPONSIBILITIES

The role will involve providing executive assistance, events organisation and a range of business services support for the School of Textiles and Design at the Scottish Borders campus. The role holder will report to the Head of Operations for the School and will work closely with a range of professional services and academic colleagues.
The position is based at the Heriot-Watt Scottish Borders campus in Galashiels.

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.

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.

Other General Duties    

• Interact with a wide variety of stakeholders and services providers within the School and wider University.
• Use the University network to resolve problems quickly.
• Maintain strict adherence to data protection and confidentiality rules in all aspects of the role.
• Support the other members of the School Professional Services Support Team.
• Support committees and group meetings including taking minutes and following up actions.
• Attend and participate in University working groups relevant to the role as required.
• Assist Academic Registry with the preparations for School graduation ceremonies.
• Contribute to the development of School procedures and information on the School intranet.
• Help maintain the helpful and friendly working environment within the School