Administrative Assistant

Heriot-Watt University - School of Mathematical and Computer Sciences

The School is looking to appoint a full-time Administrative Assistant to work in our busy School Office supporting learning and teaching activities. 

The post holder will provide support to the Learning and Teaching Administrators and will work closely with the other members of the School Administrative team.

Key duties and responsibilities:

  • Providing a customer focused support service on the School Office Reception as the main front of house contact
  • Responding to general student queries, where necessary referring these to appropriate academic or administrative staff
  • Dealing efficiently and effectively with mail, filing, and photocopying
  • Administration of student related processes including processing coursework submissions by students and subsequent re-distribution to students and updating the Student Administration System with course changes
  • Maintaining photo board and notice boards including distributing information to appropriate audiences which may, for example, relate to study, careers, talks and events, student support and extracurricular activities
  • Ensuring that computerised records and physical files are managed accurately and that data quality is maintained and confidentiality is protected
  • Assisting with examination processes
  • Coordinating Tier 4 student attendance monitoring
  • Assisting with the organisation and smooth running of School events
  • Organising meetings, coordinating arrangements and resources (for example rooms, catering etc.)
  • Ordering supplies such as printing and catering etc.
  • Basic updating of information on web based systems (for example staff profile information)
  • Use of a range of University IT systems in use within the School
  • Any other duties, commensurate with the grade of the post

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

Education & qualifications:

  • High School Highers including English (Essential)

This role does not meet the minimum requirements set by UKVI to enable sponsorship of migrant workers. Therefore we cannot progress applications from candidates who require sponsorship to work in the UK. For further information on this please visit the UK Visas and Immigration website:

Applications are particularly welcome from women and black and ethnic minority ethnic candidates, who are under-represented in academic posts at Heriot-Watt.

For application details and further information please go to:

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