At a Glance
- Tasks: Support the Information Governance team with data requests and governance tasks.
- Company: Join Heriot-Watt University, a leader in education and innovation.
- Benefits: Enjoy 28 days holiday, increasing to 33, plus additional building-closed days.
- Other info: Collaborative environment with opportunities for personal and professional growth.
- Why this job: Make a real impact on university governance while developing your skills.
- Qualifications: Strong communication skills and ability to work independently are essential.
The predicted salary is between 24215 - 26707 £ per year.
Information Governance Administrative Assistant – Grade 4, £24,215 – £26,707 per annum, Full Time (1 FTE), Open Ended.
Holiday Entitlement: 28 days annual leave, increasing to 33 days after 5 years, plus 9 building‑closed days for all full‑time staff.
About the Directorate and Team: The Directorate seeks to deliver and adapt an effective and sustainable governance framework, supporting sound decision‑making and stewardship of the university’s resources and reputation. The Information Governance Division works collaboratively to promote effective governance and manage information risk to meet legal and regulatory requirements.
Purpose of Role: The role holder will support the Information Governance team in managing freedom of information and data subject requests, advising the university community, and supporting effective governance across the global university.
Key Duties and Responsibilities:
- Provide high‑quality and efficient administrative support to the Information Governance team across its service functions.
- Maintain accurate case‑handling records systems for managing data protection, freedom of information and information governance requests and enquiries.
- Assist the Information Governance Officer and work with the Senior Information Governance Assistant to manage and respond to freedom of information and data subject requests within statutory deadlines; liaise with colleagues to retrieve, collate and process relevant information.
- Support timely issuance of appropriate responses.
- Clerk and take concise formal minutes for the Global Information Governance and Data Protection Committee and working groups.
- Assist the Records Manager in managing contracted records storage and retrieval services and provide advice on record keeping.
- Contribute to a productive and cooperative team ethos, building a wide network of mutually beneficial relationships across the university.
Education, Qualifications, and Experience – Essential:
- Excellent written and oral communication skills and the ability to produce high‑quality written work independently.
- Experience working on own initiative with minimal supervision, proactively managing day‑to‑day affairs and identifying improvements.
- A flexible and adaptable approach, coupled with the ability to prioritise workload to meet deadlines.
- Good organisational and forward‑planning abilities, balancing multiple concurrent projects and activities.
- High attention to detail and accuracy across all areas of the post.
- Ability to operate with tact and discretion due to the sensitivity of the material handled.
- A pleasant, helpful and professional manner.
- Experience of team working and effectiveness as a good team player.
- IT literacy with good keyboard skills and working knowledge of Microsoft Office applications (Teams, SharePoint, Word, Excel, PowerPoint) and the ability to develop knowledge of specialist systems used by the division (eCase, OneTrust).
- Maintains awareness of own digital wellbeing by mindful screen time and healthy use of digital technologies.
Education, Qualifications, and Experience – Desirable:
- Relevant work experience within higher education or public‑sector environment.
- Relevant tertiary‑level educational or vocational qualifications.
Equal Employment Opportunity Statement: 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, 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.
Information Governance Assistant employer: Heriot-Watt University
Heriot-Watt University is an exceptional employer, offering a supportive and inclusive work culture that prioritises employee growth and development. With generous holiday entitlements and a commitment to equality and diversity, staff are encouraged to thrive in their roles while contributing to the university's mission of effective governance and stewardship. Located in a vibrant academic environment, employees benefit from collaborative teamwork and opportunities to engage with a wide network across the global university.
StudySmarter Expert Advice🤫
We think this is how you could land Information Governance Assistant
✨Tip Number 1
Network like a pro! Reach out to current employees in the Information Governance team or related departments. A friendly chat can give you insider info and might just get your foot in the door.
✨Tip Number 2
Prepare for the interview by researching common questions for administrative roles. We recommend practising your responses with a friend or in front of the mirror to boost your confidence.
✨Tip Number 3
Show off your organisational skills! During the interview, share examples of how you've managed multiple tasks or projects. This will highlight your ability to prioritise and stay on top of things.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who are keen to join us directly.
We think you need these skills to ace Information Governance Assistant
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your application to highlight how your skills and experiences align with the role of Information Governance Assistant. We want to see how you can contribute to our team, so don’t hold back on showcasing your relevant experience!
Show Off Your Communication Skills:Since excellent written communication is key for this role, ensure your application is clear, concise, and free of errors. We love a well-structured application that reflects your ability to produce high-quality written work independently.
Highlight Your Organisational Skills:This role requires juggling multiple tasks, so be sure to mention any experience you have in managing workloads and meeting deadlines. We appreciate candidates who can demonstrate their ability to prioritise effectively and keep things running smoothly.
Apply Through Our Website:We encourage you to submit your application through our website. It’s the best way to ensure it gets to us directly and allows you to keep track of your application status. Plus, it’s super easy to do!
How to prepare for a job interview at Heriot-Watt University
✨Know Your Stuff
Before the interview, make sure you understand the key responsibilities of the Information Governance Assistant role. Familiarise yourself with concepts like freedom of information requests and data protection. This will help you answer questions confidently and show that you're genuinely interested in the position.
✨Showcase Your Communication Skills
Since excellent written and oral communication skills are essential for this role, prepare examples of how you've effectively communicated in previous positions. Think about times when you had to produce high-quality written work or explain complex information clearly to others.
✨Demonstrate Your Organisational Skills
Be ready to discuss how you manage your workload and prioritise tasks. Share specific examples of how you've balanced multiple projects or deadlines in the past. This will highlight your ability to stay organised and efficient, which is crucial for supporting the Information Governance team.
✨Emphasise Teamwork and Adaptability
The role requires a cooperative team ethos, so be prepared to talk about your experiences working in teams. Highlight instances where you've collaborated effectively with colleagues and adapted to changing circumstances. This will show that you can contribute positively to the team dynamic.
