Senior Administrative Assistant (Business Services) in Kilmarnock

Grade: Grade 5 £26,707 - £31,236

Contract Type: Part time 21 hours per week (0.60 FTE), Open ended

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.

The Role:

A Senior Administrative Assistant (Business Services) is required to support the Head of Operations and Academic staff in the School of Engineering and Physical Sciences.

Key Duties & Responsibilities

• School Management Support: Support the Head of Operations enhancing business services across the School (i.e. Projects, HR, Finance, Marketing, and Internal Communications). Support the Deputy Executive Dean with School projects. Draft, update and improve guidance and other documentation for distribution. Resolve day to day issues, to ensure the smooth delivery of business services. Ensure that deadlines are met and liaise (where appropriate) to resolve more complex issues.
• Data Management & Reporting: Collect, manage and process data relevant to business services. Assist in the production of reports: creating, updating, manipulating and summarising data. Undertake market research to make recommendations for improving business services locally. Produce briefing documents for meetings and events. Assist in arranging and actively participate in various meetings, including taking meeting notes and maintaining/updating various data sets. Organise meetings and follow‑up on actions to optimise the support for various business functions but especially HR and Finance related activity.
• HR Related Support: Provide support locally as applicable for staff recruitment. Facilitate local staff induction arrangements and maintain accurately and relevance of induction materials. Administratively support the Honorary Appointment and Visiting Scholars processes. Provide support for hiring Casuals where applicable. Be the lead admin support for Athena Swan in the School. Collect data where necessary and report to HR upon request (e.g. PDR completion rates etc.). Provide administrative support for staff development events in the School. Disseminate information about staff development events across the School. Administration and support for staff leaver procedures and coordinate recovery of School property. Assist where necessary to ensure compliance with the University’s fixed‑term procedures. Ensure that leaving procedures are followed for all leaving staff.
• Finance Related Support: Assist sourcing suppliers and documentation as approved suppliers on the HWU Procurement System. Assist staff in the claiming of Expenses via the iExpenses system when necessary. Source venues and associated event costs when necessary.
• Communications Support: Communicate and enhance local business support services and processes. Create templates that can be used locally to improve School communications. Maintain the accuracy of School distribution lists and specific email groups. Lead on the creation and enhancement of the School Hub and WorkSpace SharePoint sites. Provide administrative support for School internal communications activities, as required.
• Project Support: Act as the lead contact for School ad hoc projects. Provide wide ranging administrative support for School projects. Monitor progress on projects and take actions necessary to bring them to a successful close. Periodic updating of the School Risk Register.
• Business Services Network: Attend and fully participate in University BS Network meetings. Provide training or advice to other Business Services role holders in areas of expertise when required. Providing cover for colleagues where required. Provide supervision for junior members of the team. Deputise for the team manager and other colleagues in the team, as required. Work towards a 'one best way' approach with colleagues. Contribute to a productive and cooperative team ethos. Develop a wide network of mutually beneficial relationships across the University.
• Other General Duties: Interact with a wide variety of stakeholders and services providers within the School and wider University. Use the University network to resolve problems quickly. Maintain strict adherence to data protection and confidentiality rules in all aspects of the role. Support the other members of the School Professional Services Support Team. Support committees and group meetings including taking minutes and following up actions. Attend and participate in University working groups relevant to the role as required. Assist Academic Registry with the preparations for School graduation ceremonies. Contribute to the development of School procedures and information on the School intranet. Help maintain the helpful and friendly working environment within the School.

Essential Criteria

• Educated to Scottish Highers/A-Level standard (or equivalent).
• Experience of providing relevant administrative support to senior personnel.
• Proven experience of building and maintaining relationships with a wide variety of stakeholder groups.
• Ability to work both independently and across team/section boundaries to strengthen working relationships.
• Excellent oral and written communication skills.
• The ability to write concise and informative committee minutes.
• The ability to interpret information and disseminate it for a wide range of audiences.
• An ability to handle sensitive and confidential information as per the University’s Data Management Policy.
• Well-developed interpersonal skills with the ability to use both tact and diplomacy in sensitive situations.
• Excellent customer services skills.
• Proven experience of taking a proactive approach to administrative support.
• A positive and professional attitude to providing support even in difficult or challenging circumstances.
• Experience of organising events and well‑developed organisational and time management skills.
• An ability to work flexibly and accurately in a dynamic and pressured environment.
• Experience of using large database systems and competent in the use of Microsoft Office applications.

Desirable Criteria

• HNC/SVQ Level 3 Administration or equivalent award.
• Experience of having worked in a similar role.
• Experience of working in Higher Education or other public sector organisations.

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.
• 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.

How To Apply: Please submit via the Heriot‑Watt on‑line recruitment system (1) Cover letter (2) Full CV. Applications can be submitted up to midnight (UK time) on Thursday 21st January 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. 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 here and also our award‑winning work in Disability Inclusive Science Careers here. Use our total rewards calculator here to see the value of benefits provided by Heriot‑Watt University.