Administrative Assistant in Kilmarnock

Grade and Salary: Grade 4 £24,215 - £26,707 FTE and working pattern: Full time, open ended (Consideration will be given to flexible working requests).

Benefits: 28 days annual leave, increasing to 33 days per year after 5 years service, plus 9 buildings closed days (and Christmas Eve when it falls on a weekday) for all full time staff.

Organisation Name: Registry and Academic Support: Off Campus Students Division.

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.

The Off Campus Students Division consists of two teams supporting Heriot-Watt Online students; the Off Campus Students team (STEM) and the Off Campus Students team (non-STEM). The work of the Administrative Assistant will be related to the Off Campus Students support teams.

The Off Campus Students Division is responsible for supporting all aspects of the off-campus student journey from enrolment to graduation by providing a single structure to support and enhance the student experience of those studying online programmes or studying off campus via dedicated University approved partnerships globally.

Purpose of Role

The Administrative Assistants in the Off Campus Students Team share responsibility for key duties outlined below. A number of these tasks will also be shared with the Senior Administrative Assistant. For some specific tasks (e.g. course registration, exam data preparation, etc.) an individual will be assigned the responsibility of leading the work for an allocated period, after which the task will be reassigned to another in the team to share knowledge and expertise.

Summary Of Key Duties And Responsibilities

• Support the admissions process by undertaking a range of administrative tasks and recruitment activities to help maximise student recruitment. This includes running reports and providing applicants with guidance via email and phone where required.
• Support the enrolment, course registration and payment processes for both new and continuing students by assisting the Senior Administrative Assistants as well as any follow up administrative tasks.
• Provide support for a student’s application for formal enrolment on a programme of study.
• Engage with the Head of Heriot-Watt Off Campus Division, the wider Off Campus team, students and other University staff to create and maintain student records, process course changes, create and maintain class mark lists (CMLs), maintain and archive student files as outlined in the University’s data management policies.
• Support the examination registration, cancellation and data preparation process (currently three exam diets per academic year). Log/distribute exam scripts for marking, working with academic colleagues/tutors to ensure strict deadlines for marking are met.
• Produce certification letters, copies of transcripts and verification responses.
• Archive student files and exam scripts and arrange for disposal as outlined in the University’s data management policies.
• Assist Senior Administrative Assistants in preparing for exam boards and processing of results, such as entering and checking marks, grades, and decisions and assisting at graduation ceremonies.
• Assist Senior Administrative Assistants in preparing for progression boards and award boards where relevant.
• Assist Senior Administrative Assistants in processing any applications for recognition of prior learning or credit transfer requests.
• Assist providing support for all aspects of the processes related to Academic Misconduct, Appeals and Mitigating Circumstance cases.
• Maintain programme and course records and run an annual audit on the data in preparation for student enrolment as required.
• General office duties, under the day-to-day direction of the Senior Administrative Assistants, such as sorting mail and organising DHL collections, ordering stationery, scanning, filing, photocopying and shredding; and maintain equipment, e.g. photocopiers (replenish paper, toner & staples, report breakdowns).

Please note that this job description is not exhaustive, and the role 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.

Education, Qualifications & Experience

Essential Criteria

• Educated to Scottish Highers/A-Level standard (or equivalent).
• Recent experience of relevant administration.
• Experience of providing information and/or advice to customers.
• Experience of taking a proactive and customer focused approach to administrative support.
• Good oral and written communication skills.
• Well-developed interpersonal skills with the ability to use both tact and diplomacy.
• Well-developed organisational and time management skills with the ability to work flexibly and accurately in a dynamic and pressured environment.
• Ability to work both independently and across team/section boundaries to strengthen working relationships.
• Competent in the use of Microsoft Office, in particular: Outlook, Word, Excel.
• Possess a positive and professional attitude to providing support to others even in difficult or challenging circumstances.

Desirable Criteria

• NQ/SVQ Level 2 Administration or equivalent award.
• Experience of student administration in the Higher Education or Further Education sector.
• Experience of producing summary data reports.
• Experience of using large database systems (e.g. Student records systems etc.).
• Ability to interpret information and disseminate in an easily assessable format for audiences with different levels of understanding, including those where English is not their first language.
• Competent in the use of Microsoft Access and advanced knowledge of Microsoft Excel, including the use of advanced functions such as pivot tables and vertical look up.

How To Apply

Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter (2) Full CV. We regret that we cannot consider applications with CVs alone. Applications can be submitted up to midnight (UK time) on Monday 23rd February 2026.

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.

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.