Role: Executive Assistant – School of Textiles & Design, Heriot-Watt University
Location: Galashiels
Salary: Grade 5 (£26,038-£30,505) pro rata
Contract Type: Part Time (0.6FTE), Fixed Term (18 Months)
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 is looking to appoint an enthusiastic and experienced administrator to undertake the role of Executive Assistant to the Executive Dean and the School senior leadership team. The role will provide a range of key duties, including diary management, meeting and event organisation as well as the provision of broader administrative and operational support for the School’s activities at the Scottish Borders campus.
The role of the Executive Assistant to the Executive Dean is critical and complex, supporting the leadership team in their multi-faceted positions, and co-ordinating administrative and operational duties at School level. Reporting to the Head of Operations, the successful candidate will provide comprehensive executive and administrative support to the Executive Dean and senior leadership team, ensuring meticulous planning and attention to detail in all tasks and responsibilities.
The role is based at the Heriot-Watt Scottish Borders campus in Galashiels and sits within a wider Student and Academic Support Centre, with the role holder expected to support School and campus activities as required.
We welcome and will consider flexible working patterns e.g. part-time working and job share options.
Key Duties and Responsibilities
Executive Assistance
Manage and maintain the Executive Dean’s complex diary and email account, ensuring that all diary commitments, papers, and arrangements are handled effectively, and with careful attention to priorities.
Draft and respond to emails in accordance with Executive Dean’s needs and escalate as appropriate.
Filter general information, queries, phone calls and invitations to the Executive Dean by redirecting or taking forward such contacts as appropriate.
Highlight urgent messages and requests/documents for review by the Executive Dean and provide support by drafting, proofreading and issuing correspondence/documents.
Collate and print presentations, meeting papers and briefings for the Executive Dean ahead of meetings, ensuring that the Executive Dean is briefed and prepared as appropriate.
Provide diary management and meeting organisation support for other members of the senior leadership team, where required.
Business Services
Ensure accurate and efficient management of office systems, data, and related processes, maximising the use of platforms such as MS Teams/SharePoint for document storage and for tracking the management of small projects.
Support effective communications within the School, including updating colleagues on policy and procedure changes, and practical information relating to the School and campus.
Ensure that financial requisitions are flagged to the Executive Dean for consideration and that approvals are communicated to the relevant parties
Arrange travel and accommodation for the Executive Dean, senior leadership team and visitors as requested, including booking flights, accommodation with designated providers, and coordinating local transfers to and from the University.
Assist with processing Executive Dean expense claims, where required.
Allocate office space and assist with the on-boarding and induction of new staff.
Maintain schedules of staffing information (e.g. appraisals and probation) and co-ordinate review meetings for the Executive Dean and other line managers, updating, tracking and following up outcomes as appropriate.
Undertake small projects on behalf of the Executive Dean and other members of the senior leadership team, as required.
Liaise with a range of professional services to action requests and produce reports for the Executive Dean and School’s senior leadership team.
Meeting and Event Management
Coordinate logistical arrangements for meetings and events as directed by the Executive Dean, including organising catering, venue reservations, liaising with suppliers, and collaborating with both internal and external stakeholders to ensure the success of events and activities.
Clerk meetings including agenda preparation, compiling necessary documentation, drafting minutes and maintaining action trackers.
Assist in the planning, organisation, and coordination of the School's annual degree shows and similar events
Liaise with academic and professional services colleagues within the School as well as key contacts across the University and externally to organise and support meetings as required.
General Support
Act as a first point of contact within the School for queries and requests for assistance.
Investigate and resolve enquiries, directing stakeholders to the appropriate staff or department if the issue falls outside the scope of the role.
Support the general operation of the Student and Academic Support Centre at the Scottish Borders campus, including assisting/covering other colleagues where required.
Maintain School records, providing updates and reports as required and managing confidential information appropriately.
Contribute to Executive Assistant Team for a and meetings across the University and provide input on continuous service improvement around executive assistance.
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.
Person Specification
Essential
Educated to SCQF Level 6 or similar or equivalent experience
Recent experience of working in an Executive Assistant, or comparable role, in an organisation of comparable scale and complexity
Evidence of a strongly developed awareness of customer service.
Experience of servicing high-level committee meetings and formal minute taking
Experience of developing and reviewing administrative processes and systems
Excellent verbal and written communication and interpersonal skills, with tact, diplomacy and sensitivity across a wide range of people at all levels in and outside the University
Excellent organisational and time management skills, with the ability to prioritise a diverse and changing workload
Highly proficient in the use of relevant IT packages, including SharePoint
Ability to manage multiple busy diaries at the same time
Demonstrable professional and proactive approach
Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
Desirable
Relevant experience of administration, preferably in a higher education environment
Previous experience of working in line with corporate policies and procedures
Competencies, Tasks and Responsibilities
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.
How to Apply
Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing their interest and suitability for the post; (2) Full CV
Applications can be submitted until midnight on Friday 18th April 2025.
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Executive Assistant - Part Time