CRM & Data Analyst in Kilmarnock

The CRM and Data Analyst will play a key role in supporting the strategic objectives of the Business and Enterprise Directorate through effective data management, analysis, and system development. The post holder will be responsible for optimising the use of the Directorate’s CRM platform to enhance engagement with external partners, support business development and enterprise activities, and drive data-informed decision-making.

Working collaboratively with colleagues across Business Development, the Enterprise Team, Marketing & Communications, Information Services, and other key internal stakeholders, the CRM and Data Analyst will ensure that systems and data processes are fit for purpose, user-friendly, and aligned with institutional priorities. They will act as the primary point of contact for CRM-related queries within the Directorate and will help embed best practice in data entry, reporting, and analysis.

• CRM System Management
  • Act as the Business and Enterprise lead for the CRM system, ensuring data quality, consistency, and accessibility across teams.
  • Oversee the configuration, customisation, and maintenance of the CRM system to meet the evolving needs of the Directorate.
  • Manage user accounts, permissions, and security settings to ensure data integrity and compliance.
• Stakeholder Engagement
  • Work with stakeholders to capture user requirements and translate them into CRM system configurations, workflows, and dashboards.
  • Facilitate regular meetings with key stakeholders to review system performance, gather feedback, and identify areas for improvement.
  • Develop and maintain strong relationships with external partners and vendors to ensure seamless integration and support.
• User Training and Support
  • Provide training, guidance, and support to users to ensure effective and consistent use of CRM tools.
  • Develop training materials and conduct workshops to enhance user proficiency and adoption.
  • Serve as the primary point of contact for CRM-related queries and troubleshooting.
• Data Analysis and Reporting
  • Develop and deliver regular and ad hoc reports, visualisations, and insights to support strategic planning, performance monitoring, and stakeholder engagement.
  • Utilise data analysis tools (e.g., Excel, Power BI, Tableau) to create interactive dashboards and reports that provide actionable insights.
  • Monitor data quality and implement data cleansing processes to ensure accuracy and reliability.
• System Integration and Maintenance
  • Liaise with the Information Services team and external suppliers to support system maintenance, upgrades, and integrations with other platforms.
  • Identify opportunities to improve data collection, management, and reporting processes across the Directorate.
  • Lead on integration of the CRM system with other institutional systems (e.g., finance, research) to enhance data flow and usability.
• Compliance and Governance
  • Support compliance with data protection regulations and institutional data governance policies.
  • Implement and enforce data governance best practices to ensure data security and privacy.
  • Conduct regular audits and assessments to ensure compliance with relevant regulations and standards.

• Technical Expertise
  • Strong experience with CRM systems (especially Salesforce, which is the Directorate’s current in-house system) including user support, data analysis, and system configuration.
  • Excellent analytical and data visualisation skills, with proficiency in tools such as Excel, Power BI, or similar.
  • Familiarity with CRM system configuration, workflow automation, and data integration.
• Communication and Collaboration
  • Confident communicator with the ability to work across diverse teams and translate technical concepts for non-technical audiences.
  • Strong interpersonal skills with the ability to build and maintain relationships with internal and external stakeholders.
  • Proactive and collaborative approach to working across teams.
• Knowledge and Experience
  • Knowledge of data governance and data protection best practices.
  • Experience working in a higher education, commercialisation, or business development context is desirable.
  • Understanding of higher education innovation, enterprise, or business development processes.

• Essential
  • Degree or equivalent experience in data analytics, information systems, business, or related field.
  • Proven experience in managing and administering CRM systems (esp. Salesforce).
  • Experience in data analysis, reporting, and dashboard creation.
  • Experience in supporting data-driven decision making.
  • Experience supporting users and delivering training or guidance on systems use.
  • Strong Excel skills and proficiency in data visualisation tools (e.g. Power BI, Tableau).
  • Understanding of data protection and data governance principles.
  • Aware of CRM best practices and system lifecycle management.
  • Strong communication and interpersonal skills.
  • Ability to work with both technical and non-technical users.
  • Proactive and collaborative approach to working across teams.
  • Strong attention to detail and commitment to data accuracy.
  • Ability to prioritise and manage multiple workstreams.
  • Comfortable working both independently and as part of a team.
• Desirable
  • Relevant professional qualification (e.g. Salesforce certification, data analysis courses).
  • Experience in a higher education or research/commercialisation environment.
  • Experience with data integrations between systems (e.g. CRM and finance or research systems).
  • Knowledge of higher education innovation, enterprise, or business development processes.
  • Ability to influence process improvement and change adoption across a directorate.
  • Interest in supporting innovation and external engagement in a university setting.

Please submit your CV & covering letter via the Heriot-Watt on-line recruitment. Applications can be submitted up to midnight (UK time) on Thursday 9th April 2026. We expect interviews will take place last week of April/ beginning of May 2026.

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.