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Administrative Assistant - (Accreditation & International)

Heriot-Watt University

Location: Edinburgh
Salary: £22,681 to £24,533 (Grade 4)
Hours: Full Time
Contract Type: Permanent
Placed On: 5th February 2024
Closes: 3rd March 2024
Job Ref: 3240

Duration of post:  Full-Time (35 hours per week), Open-Ended 

Grade/Salary Range:  Grade 4 (£)

About the role 

The School of Social Sciences is looking to appoint an Administration Assistant who will be responsible for providing high-quality day-to-day joint administrative and secretarial support for the school’s accreditation and international teams. The role holder will be a member of the wider support team dedicated to the School of Social Sciences and will work alongside colleagues fulfilling similar duties.

The successful applicant will have a proven track record in the delivery of administrative services to senior staff and will be relied upon to provide an excellent administrative service to a wide range of stakeholders.

The ability to initiate and complete tasks to the highest standard is essential.  Excellent organisational, interpersonal and communication skills are also vital to this role, as are strong IT skills (particularly with Microsoft Office Packages). Applicants should also have experience of working in a customer-oriented role. The role will suit a self-motivated individual who is able to work flexibly as a member of a team within a challenging and dynamic environment.

The work will be varied and the post holder will be expected to be able to deliver a fair, friendly and timely service to all our students and staff. All the support services within the School are committed to delivering a customer focused service to students, staff and visitors. To achieve this commitment all support staff need to be adaptable, flexible and prepared to support other teams and individuals within the School. 

Key Duties and Responsibilities

  • Responsible for the efficient and effective day to day administration in support of accreditation and international activities, ensuring the provision of a timely and accurate service; building and maintaining effective working relationships between the key contacts across the University and wider partner community 
  • Proactive and flexible prioritisation of tasks to respond to short-notice / ad hoc requests for involvement in internal and external activities and events, effectively consulting with senior staff.
  • Responsible for setting up, implementing, maintaining and continuously improving the administrative systems to ensure compliance with University policy and procedures, and to ensure day-to-day liaison with relevant internal and external stakeholders.
  • Provide a full range of secretarial support to the School’s Director of Accreditation, Director of Internationalisation & Partnerships. This includes: fielding calls, liaising with external contacts, diary management, handling travel arrangements, and processing financial transactions. 
  • Responsible for providing support to the relevant governance structures including working groups by arranging meetings and taking minutes, room-booking, clerking, preparing agendas, and using initiative to follow-up on outstanding actions.
  • Develop and maintain the relevant sections of the website, social media accounts and the SharePoint intranet sites, ensuring the content is accurate and up to date; assist with public promotion of Accreditation and International development in the wider School and the University.
  • Liaise with a wide range of internal and external suppliers and make sure all purchase requirements are met within deadline. 
  •  Any other duties that may reasonably be assigned in order to support the smooth running of the administrative/secretarial functions of the School.
  • Responsible for data collection both internally and externally and setting up and maintaining repositories of data sets and relevant documentation.  

How to Apply

Applications can be submitted up to midnight (UK time) on 25th of February 2024.

 

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