Find a job 
Featured Companies 
Featured Universities 
For Companies At a Glance
- Tasks: Support academic operations, manage enquiries, and coordinate exam processes.
- Company: Join Heriot-Watt University, a global leader in education and research.
- Benefits: Enjoy flexible working options, competitive salary, and a supportive community.
- Other info: Applications close on 3rd September 2025; interviews scheduled for mid-September.
- Why this job: Be part of a dynamic team impacting students' academic journeys.
- Qualifications: SCQF Level 6 or equivalent experience; strong IT and interpersonal skills required.
The predicted salary is between 22700 - 30300 ÂŁ per year.
Senior Administrative Assistant (Off Campus Students)
Grade: Grade 5 (£26,707 – £31,236)
Contract Type: Full Time (1FTE), Open Ended – Consideration will be given to flexible working requests
Organisation Name: Registry and Academic Support: Off Campus Students Division
Purpose of Role
The role-holder will spend their time supporting key off campus student processes such as online student admissions and enrolment; course registration and payment processes; examination related processes; preparation of online student records for boards; answering online student enquiries related to their studies.
Summary Of Key Duties And Responsibilities
- Organise and support all aspects of online campus student admissions and enrolment, course registration and payment processes for both new and continuing online students with support from Administrators as well as all follow up administrative tasks necessary.
- Organise and support all aspects of a student’s application for formal enrolment on a programme of study.
- Organise and support all aspects of application for recognition of prior learning or credit transfer requests.
- Undertake particular administrative tasks required to create and maintain online student records, process course changes, create and maintain class mark lists (CMLs) and maintain, and archive, student files as outlined in the University’s data management policies.
- Organising and providing support for all aspects of the processes related to examination registration, cancellation and data preparation processes including logging and distribution of exam scripts for marking, working with academic colleagues/tutors to ensure strict deadlines for marking are met.
- Undertake processes required for preparing online student records for exam boards and processing of results, such as entering and checking marks, grades, and decisions and assisting at graduation ceremonies.
- Organising and providing support for all aspects of the processes related to Academic Misconduct, Appeals and Mitigating Circumstance cases.
- Undertake processes required for preparing online student records for progression and award boards where relevant.
- Staff both student and academic facing services related to online students, such as student helplines, enquiry management systems, email enquiry accounts or face-to-face support where required.
- Collaborate in redesigning processes related to the work of the Off Campus Students Division. In conjunction with key internal stakeholders, review and identify areas of improvement to the online student experience and retention.
- Provide secretarial and admin support to RAS management; and to other Directorates and Schools when agreed with their line management.
- Advise and support colleagues in Scotland, Dubai and Malaysia on the processes related to the Off Campus Students Division.
- Undertake other tasks related to the Off Campus Students Division as required by their assigned Line Manager, the Online Students Manager, the Partnerships Manager or the Head of Off Campus Students.
Education, Qualifications & Experience
These are the criteria on which the short-listing and recruitment selection will be based.
Essential
- Educated to SCQF Level 6 or similar (see link for details) or equivalent experience
- Several years’ experience of working within a similar environment as outlined above
- Demonstrable provision of excellent customer service
- Ability to plan and anticipate needs, proactively managing own workload to use time effectively, whilst handling multiple tasks simultaneously.
- Competent in the use of relevant IT packages including SharePoint and MS Teams
- Well-developed interpersonal skills
- Attention to detail
- Ability to work under pressure
- Demonstrable professional and proactive approach
- Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
Desirable
- Experience of redesigning and improving processes or procedures
- Collaboration with multi-location teams
About Our School/Directorate And 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 Heads of Campus Registry:
- Student Life
- Off Campus Students
- Academic Operations
- Academic Quality
- Head of Registry – Dubai Campus
- Head of Registry – Malaysia Campus
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.
This job description is intended as a flexible framework which outlines the key general areas of activity in your position. Other activities may be required which are not outlined above but which are appropriate to the position and grade. Your personal objectives (Forward Job Plan) will also set out specific tasks and objectives for you to achieve, including objectives to help your career development.
How To Apply
Applications can be submitted up to midnight (UK time) on Wednesday 03 December 2025.
Please submit your CV and a cover letter setting out how you meet the criteria for the role. We regret that we cannot consider applications with CVs alone.
We welcome and will consider flexible working patterns e.g., part‑time working and job share options.
Equal Opportunity
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 under‑represented 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 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.
#J-18808-Ljbffr
Senior Administrative Assistant employer: Heriot-Watt University
Contact Detail:
Heriot-Watt University Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Senior Administrative Assistant
✨Tip Number 1
Familiarise yourself with the specific academic operations processes mentioned in the job description. Understanding how boards of examiners and studies committees function will give you an edge during interviews, as you'll be able to discuss relevant experiences and insights.
✨Tip Number 2
Network with current or former employees in similar roles at Heriot-Watt University. They can provide valuable insights into the work culture and expectations, which can help you tailor your approach when applying and during interviews.
✨Tip Number 3
Demonstrate your customer service skills by preparing examples of how you've handled difficult enquiries in the past. This role requires excellent interpersonal skills, so showcasing your ability to manage challenging situations will be beneficial.
✨Tip Number 4
Research the latest trends in academic administration and support services. Being knowledgeable about current best practices can set you apart from other candidates and show your commitment to continuous improvement in the field.
We think you need these skills to ace Senior Administrative Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience and skills that align with the responsibilities of the Senior Administrative Assistant role. Focus on your administrative skills, experience in academic environments, and any specific IT competencies.
Craft a Compelling Cover Letter: Your cover letter should not only introduce yourself but also explain why you are a great fit for this position. Mention specific experiences that demonstrate your ability to handle the key duties outlined in the job description, such as clerking boards or managing student enquiries.
Showcase Interpersonal Skills: Given the importance of customer service in this role, highlight examples of how you've successfully interacted with students or staff in previous positions. Use specific anecdotes to illustrate your well-developed interpersonal skills.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for an administrative role.
How to prepare for a job interview at Heriot-Watt University
✨Know the Role Inside Out
Make sure you thoroughly understand the responsibilities of a Senior Administrative Assistant in Academic Operations. Familiarise yourself with processes like clerking boards of examiners and handling student enquiries, as these will likely come up during your interview.
✨Showcase Your Interpersonal Skills
Since this role involves significant interaction with students and staff, be prepared to demonstrate your well-developed interpersonal skills. Share examples from your past experiences where you provided excellent customer service or resolved difficult enquiries.
✨Be Ready for Process Improvement Questions
The job description mentions redesigning processes. Think of instances where you've improved administrative procedures in previous roles. Be ready to discuss your approach and the impact it had on efficiency or service quality.
✨Demonstrate Flexibility and Adaptability
This position requires working in a dynamic environment. Prepare to discuss how you've successfully managed multiple tasks under pressure and adapted to changing circumstances in your previous jobs.