At a Glance
- Tasks: Support academic operations by processing grades, taking minutes, and answering student queries.
- Company: Join Heriot-Watt University, a diverse community focused on real-world impact and collaboration.
- Benefits: Enjoy 33 days of annual leave, flexible working options, and a supportive work environment.
- Other info: Applications are open until midnight on 5th August 2025; remote work options available.
- Why this job: Be part of a dynamic team that values inclusivity and offers opportunities for personal growth.
- Qualifications: Must have effective teamwork skills and be educated to SCQF Level 5 or equivalent.
The predicted salary is between 19800 - 21000 £ per year.
Administration Assistant - Academic Operations
Description
Description
Role: Administrative Assistant – Academic Operations
Grade and Salary: Grade 4, £23,881- £26,338 per annum
FTE and working pattern: 1FTE, 35hrs per week, Monday – Friday
Contract: 5 Months, Fixed Term
Holiday Entitlement: 33 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)
Purpose of Role
The role-holder will be responsible for general administration and supporting academic operations processes, such as: processing marks and grades; processing the outcomes of mitigating circumstances, appeals, and discipline cases; minute-taking at boards of examiners and studies committees; answering academic staff enquiries; and answering student enquiries related to their studies. The role-holder may also be required to support other key functions of the Academic Operations Team, such as examinations or timetabling; as well as other Divisions of RAS, for example, supporting student first line support, graduations, or helping to gather data for quality and PSRB purposes.
Key Duties & Responsibilities
- Assist with administrative processes related to meetings, academic boards and committees – including Boards of Examiners and School Studies Committees – from scheduling, to organising, minuting and post-board/committee processing.
- Assist with preparations across a range of activities within the Academic Operations Support Team. For example, examinations, Progression and Award Boards, or student assessment.
- Assist with all aspects of processes which can impact students’ marks, grades and awards – including updating student records according to the outcome decisions for mitigating circumstances, appeals and discipline cases.
- Assist with record keeping – work closely with the Senior Admin Assistants and academics to ensure student records are maintained and archived as per University regulations.
- Archive coursework, examination scripts and dissertations as outlined in the University’s data management policies and archive samples for accreditation purposes.
- Respond to queries from staff, students and external partners regarding academic operations processes, referring more complex queries to Senior Admin Assistants or Academic Operations Team Mangers, as appropriate.
- Provide secretarial and administrative support to RAS management.
- Undertake other tasks related to academic operations as required by their assigned Team Manager, Team Leader, the Academic Operations Manager, or the Head of Academic Operations.
Essential & Desirable Criteria
- Effective team working skills.
- Educated to SCQF Level 5 or similar (see link for details) or equivalent experience.
- Experience of working within a similar environment as outlined above.
- Competent in the use of relevant IT packages, including a sound knowledge of Microsoft Office applications.
- Excellent verbal and written English communication and interpersonal skills.
- Demonstrable professional and proactive approach.
- Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment.
- Demonstrable provision of excellent customer service.
- Educated to SCQF Level 6 or equivalent qualification.
- Experience of working in an administrative role in higher education.
- Knowledge of Banner Student Records system.
- Experience working with multi-location teams.
Applications can be submitted up to midnight (UK time) on 5th August 2025.
Please submit your CV & covering letter via the Heriot-Watt on-line recruitment.
We welcome and will consider flexible working patterns e.g., part-time working and job share options.
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 https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ .
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.
About The Team
The Global Registry and Academic Support Directorate supports our students and staff colleagues across the full student life cycle from enrolment to graduation. The Directorate has responsibility as the definitive record-keeper of all student information and programme and course details, and leading services that help students settle and stay at the University with professional help and advice, through a range of wellbeing services.
It Supports Academic And Professional Services Staff Across The University In a Number Of Areas, Including Academic, Institutional And Student Related Regulations And Policies And Global, National And Institutional Quality Matters. It Delivers These Services Through Four Divisions, Each Managed By a Global Head, And Two Head Of Campus Registry
- Student Life
- Online Students
- Academic Operations
- Academic Quality
- Head of Registry – Dubai Campus
- Head of Registry – Malaysia Campus
The Academic Operations Support Team is responsible for supporting all aspects of academic operations. These are activities where the primary service users are academics; or else the primary service users are students; but with significant academic input into the process. The team also helps to support the work of other divisions providing a pool of staff who can be assigned where administrative support is needed.
About Heriot-Watt University
At Heriot-Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.
Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.
Seniority level
Seniority level
Entry level
Employment type
Employment type
Part-time
Job function
Job function
AdministrativeIndustries
Higher Education
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#J-18808-LjbffrAdministration Assistant - Academic Operations in Kilmarnock employer: Heriot-Watt University
Heriot-Watt University is an exceptional employer that fosters a collaborative and inclusive work culture, providing ample opportunities for professional growth within the higher education sector. With a generous holiday entitlement of 33 days plus additional closed days, employees enjoy a healthy work-life balance while contributing to impactful academic operations in a vibrant community located in Riccarton, Scotland.
StudySmarter Expert Advice🤫
We think this is how you could land Administration Assistant - Academic Operations in Kilmarnock
✨Connect with Local Educational Institutions
Get involved with universities and colleges in your area, especially those that offer adult continuing education programmes. Attend open days or even guest lectures to network with faculty members and find out about potential job openings before they even get advertised.
✨Leverage Professional Education Networks
Join professional networks focused on adult education, such as the Adult Learning Australia or the International Society for Technology in Education. These communities often have job boards or can point you towards opportunities at places like Heriot-Watt University just waiting for the right candidate!
✨Showcase Your Passion for Lifelong Learning
In your interviews, share your own experiences and thoughts on lifelong learning. Highlight any courses or workshops you've taken recently to demonstrate your commitment to personal development and the importance of education. This is a big plus for roles in this field!
✨Apply Through Our Website
Don't forget to check out our careers page at Heriot-Watt University. Applying directly through our website not only makes your application stand out but also shows you're genuinely interested in joining us. We love seeing candidates who take that extra step.
We think you need these skills to ace Administration Assistant - Academic Operations in Kilmarnock
Some tips for your application 🫡
Highlight Your Experience in Education:When crafting your CV for the Administration Assistant - Academic Operations role, make sure to emphasise any relevant experience in adult or continuing education. This could be teaching credentials, training sessions you've facilitated, or programmes you’ve developed. The more specific you can be about your contributions and outcomes, the better!
Showcase Your Interpersonal Skills:In the adult continuing education sector, strong communication and interpersonal skills are key. Use your cover letter to share specific examples of how you’ve worked with diverse groups or handled different learning styles. Let us see how you've engaged learners—you’re selling your teaching style here!
Connect Your Passion to Our Mission:At Heriot-Watt University, we value candidates who resonate with our mission to empower lifelong learners. Make sure your cover letter reflects your passion for adult education and your alignment with our goals. A genuine connection can really make your application stand out!
Keep it Professional Yet Personable:While it’s important to maintain professionalism in your application, don’t be afraid to let your personality shine through. We’re looking for someone who can connect with our learners, so a friendly, approachable tone can help convey that vibe in your written materials. Apply through our website and let us see the real you!
How to prepare for a job interview at Heriot-Watt University
✨Showcase Your Passion for Lifelong Learning
When interviewing for a role in adult continuing education at Heriot-Watt University, it's super important to highlight your passion for lifelong learning. Share personal anecdotes or experiences that demonstrate your commitment to education and how you've fostered a love for learning in others – this is something hiring managers love to see!
✨Prepare for Adult Education Methodologies
Be ready to dive into your knowledge of andragogy and educational theories during the interview. Expect questions about how you would adapt your teaching styles for adult learners – think about specific strategies you’ve used in the past and be prepared to discuss how they positively impacted your students.
✨Discuss Your Experience with Diverse Learners
At Heriot-Watt University, you’ll likely encounter a diverse range of adult learners, so don’t shy away from discussing your experience with different demographics. Be prepared to share your successes in engaging learners from varied backgrounds, and how your approach has adapted to meet their unique needs.
✨Demonstrate Your Ability to Collaborate
Given that this is a full-time role, teamwork will be essential. Be ready to talk about your experiences working in collaborative settings, whether it be with fellow educators, administrators, or community partners. Highlight specific projects where your collaborative efforts contributed to successful educational outcomes.
