At a Glance
- Tasks: Support academic operations, manage enquiries, and coordinate exam processes at Heriot-Watt University.
- Company: Join the vibrant community at Heriot-Watt University, a leader in higher education.
- Benefits: Enjoy a competitive salary, flexible working options, and opportunities for professional growth.
- Other info: Be part of a diverse team committed to inclusivity and equality.
- Why this job: Make a real difference in students' academic journeys while developing your skills.
- Qualifications: Ideal for those with administrative experience and strong interpersonal skills.
The predicted salary is between 22700 - 30300 € per year.
Heriot-Watt University provided pay range: This range is provided by Heriot-Watt University. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range: Grade 5 (£26,707 - £30,378)
FTE and working pattern: Full time (35 hours, 1 FTE), based on Riccarton Campus, Edinburgh; consideration will be given to flexible working requests.
Purpose of Role: The role-holder will be responsible for supporting key academic operations processes, such as clerking boards of examiners and studies committees, processing marks and grades, triaging mitigating circumstances, processing the outcomes of appeals and discipline cases, or answering staff enquiries or student enquiries related to their studies including difficult enquiries. The role-holder will also support other key functions of the Academic Operations Team, such as timetabling and examinations, as well as other Divisions of the RAS, for example, answering general student enquiries, supporting graduations, or helping to gather quality-related information.
Summary of Key Duties and Responsibilities:
- Co-ordinate all aspects of processes related to academic boards and committees – including Boards of Examiners and School Studies Committees – from scheduling, to organising, clerking, minuting and post board/committee processing in the student administration system.
- Support all aspects of processes which can impact students marks, grades and awards – including mitigating circumstances, appeals and discipline cases. Monitoring the processes; ensuring applications or cases are directed to the correct people; making decisions, where required, according to pre-set criteria; and updating the student record.
- Support all aspect of processes related to Examinations and Timetabling.
- Undertake particular administrative tasks related to the other divisions of the RAS directorate as agreed with line management.
- Undertake particular administrative tasks related to student and academic processes according to an agreed division of labour with the School retained services.
- Staff academic-facing services, such as enquiry management systems, enquiry email accounts, or face-to-face support.
- Staff student facing services, such as student helplines, enquiry management systems, or face-to-face support.
- Collaborate in redesigning processes related to the work of the Academic Operations Division.
- Advise and support colleagues in Scotland, Dubai and Malaysia on the processes related to Academic Operations.
- Provide secretarial and admin support to RAS management; and to other Directorates and Schools when agreed with their line management.
- Undertake other tasks related to academic operations as required by their assigned Team Leader, the Academic Operations Manager, or the Head of Academic Operations.
Education, Qualifications & Experience: These are the criteria on which the short-listing and recruitment selection will be based.
- Educated to SCQF Level 6 or similar or equivalent experience.
- Experience of working within a similar environment as outlined above.
- Competent in the use of relevant IT packages.
- Well-developed interpersonal skills.
- Demonstrable professional and proactive approach.
- Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment.
- Demonstrable provision of excellent customer service.
- 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.
The Academic Operations Division consists of five teams: Academic Operations Liaison, Academic Operations Support, Timetabling, Examinations, and Postgraduate Research Student Support. The work of the Senior Administrative Assistant will be primarily related to the Academic Operations Support, but will collaborate across all five teams.
How to Apply: Applications with FULL CV (and Cover letter) can be submitted up to midnight (UK time) on Wednesday, 3rd September 2025. Shortlisting is anticipated the same week and interviews are anticipated to be conducted w/c 15th September 2025.
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.
Senior Administrative Assistant employer: Heriot-Watt University
Heriot-Watt University is an exceptional employer, offering a supportive and inclusive work culture that prioritises employee well-being and professional growth. Located in the vibrant city of Edinburgh, the university provides flexible working options and a collaborative environment where staff can thrive while contributing to impactful academic operations. With a commitment to diversity and equality, Heriot-Watt fosters a community that values every individual's potential, making it an ideal place for those seeking meaningful and rewarding employment.
StudySmarter Expert Advice🤫
We think this is how you could land Senior Administrative Assistant
✨Tip Number 1
Network like a pro! Reach out to current or former employees at Heriot-Watt University on LinkedIn. A friendly chat can give you insider info and maybe even a referral, which can really boost your chances.
✨Tip Number 2
Prepare for the interview by researching the Academic Operations Division. Understand their key functions and think about how your skills can support their goals. This shows you're genuinely interested and ready to contribute.
✨Tip Number 3
Practice common interview questions related to administrative roles. Think about scenarios where you've demonstrated excellent customer service or improved processes. We want to hear your stories!
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, it shows you’re serious about joining the team at Heriot-Watt University.
We think you need these skills to ace Senior Administrative Assistant
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Senior Administrative Assistant role. Highlight relevant experience and skills that match the job description, like your ability to handle academic processes and provide excellent customer service.
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for this role. Mention specific experiences that demonstrate your proactive approach and ability to work in a dynamic environment.
Showcase Your IT Skills:Since the role requires competence in relevant IT packages, don’t forget to mention any software or tools you’re familiar with. This will show us that you’re ready to hit the ground running!
Apply Through Our Website:We encourage you to apply through our website for a smoother application process. It’s the best way to ensure your application gets to the right people quickly!
How to prepare for a job interview at Heriot-Watt University
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of a Senior Administrative Assistant at Heriot-Watt University. Familiarise yourself with academic operations processes, such as clerking boards and handling student enquiries. This will help you answer questions confidently and show that you're genuinely interested in the role.
✨Showcase Your Interpersonal Skills
Since this role involves a lot of interaction with students and staff, be prepared to demonstrate your well-developed interpersonal skills. Think of examples from your past experiences where you've provided excellent customer service or resolved difficult enquiries. This will highlight your ability to communicate effectively in a dynamic environment.
✨Prepare for Process-Related Questions
Expect questions about how you would handle specific academic processes, like managing mitigating circumstances or processing appeals. Brush up on relevant procedures and think through how you would approach these tasks. Being able to articulate your thought process will impress the interviewers.
✨Ask Insightful Questions
At the end of the interview, don’t forget to ask questions! Inquire about the team dynamics within the Academic Operations Division or how they measure success in this role. This shows your enthusiasm and helps you gauge if the university is the right fit for you.
