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Administrative Assistant (EPS)

Heriot-Watt University

Location: Edinburgh
Salary: £21,197 to £23,144 (salary dependent on experience and qualifications) (Grade 4)
Hours: Part Time
Contract Type: Permanent
Placed On: 7th December 2022
Closes: 8th January 2023
Job Ref: 2638

Contract: Open ended, part time

Closing date: Midnight on 8th January 2023

Heriot-Watt University has established a reputation for world-class teaching and leading-edge, relevant research, which has made it one of the top UK universities for innovation, business and industry.

The School of Engineering & Physical Sciences has an international research reputation and close connection with the professional and industrial world of science, engineering and technology. 

Job Summary

FTE and working pattern: 0.5 FTE - 17.5 hours per week

This role includes providing information and administrative support to the senior teaching leadership team, determining work priorities and managing information, decisions and communications, and developing and implementing small adhoc projects (when required). The role holder will be responsible for the day-to-day operational aspects of work such as diary management, email prioritisation, meeting coordination, travel arrangements, purchasing and invoice payments. Other tasks will include communication with internal colleagues and external bodies and a variety of discrete tasks and projects. In this, the job holder will be expected to manage their own workload.

The appointed Administrative Assistant will have a proven track record in the delivery of comprehensive administrative support service tat a high-level. The job holder will be expected to develop and maintain a broad knowledge of activities and will be expected to manage general administrative support tasks, such as general filing and archiving (in line with Data Protection and Retention of Records requirements), they will be relied upon to provide high level administrative support and promote a high quality, professional business environment.

Summary of Key Duties and Responsibilities:

  • Preparation of papers for meetings, and organising diary appointments;
  • Support the Director of Learning and Teaching in managing all email correspondence prioritising accordingly, responding where appropriate; 
  • Securely managing travel, expenses and other general budget management utilising a departmental purchase card to make authorised purchases;
  • Receive, understand and convey information in a clear and accurate manner, for example drafting meeting notes and circulating to the right people to tight deadlines, or engaging personally, by email or by telephone;

Essential

  • A high degree of attention to detail and accuracy of working; and experience of team working and effectiveness as a good team player.
  • Competent and proficient in the use of Office 365 and other IT packages
  • Well-developed interpersonal skills.
  • Experience of working within a similar fast paced environment with proven relevant experience of supporting senior level management
  • Confident using their initiative and problem-solving skills.
  • Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment, maintaining confidentiality when dealing with highly sensitive information.
  • Demonstrable professional and proactive approach.

For all criteria, further details and how to apply:

enzj.fa.em3.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX/job/2638/?utm_medium=jobshare

Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities.  Equality and diversity are all about maximising potential and creating a culture of inclusion for all.

Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers disc.hw.ac.uk.

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