Senior Admin Assistant (Aq & Deans' Support)

Grade and Salary: Grade 5 £25,138.00 - £28,759.00

FTE and working pattern: 35 hours weekly, open-ended hybrid role with opportunity for a flexible working pattern, with support for some remote working

Holiday Entitlement: 37 days (28 plus 9 buildings closed days)

Organisation Name: Academic Quality, within Registry and Academic Support Directorate.

Purpose of Role

The role holder will be responsible for providing administrative support for the three Deans of the University, including for their University responsibilities and supporting communications, diary management for academic and promotions boards, meeting arrangements, and for project and meeting support. The postholder will also support the key academic processes associated with the Deans, such as Deans' Representatives on Boards of Examiners, Chairs of Boards of Examiners and the approval of Examiner Examiner appointments and associated reports.

The role holder will be responsible for providing administrative support for a range of key quality processes and key learning and teaching activities, such as: Periodic Review; Academic Partnership Approvals; Annual Monitoring and Review; Approved Teacher, Tutor and Marker approvals; External Examiners. The role holder will also support other key functions of the Academic Quality team, including student survey processes and learning and teaching developments, including clerking working groups (currently the Academic Integrity Group). The specific tasks allocated to the role holder will be specified at the time of appointment.

The role holder will be one of a team of Senior Admin Assistants and will have responsibility for providing cover arrangements, for example, during annual leave, and for providing general administrative support for Division-wide tasks. The role will also include administrative support for the Head of Academic Quality.

Summary of Key Duties and Responsibilities: Deans' Support

• Manage diary arrangements for the Deans, including organising meetings and co-ordinating meeting requests, including for Award Boards of Examiners and appointment and promotions interviews;
Develop, implement and maintain efficient and effective procedures and processes associated with the Deans, Associate Deans and Deans
• ' Representatives
Manage the allocation of the the Deans, Associate Deans and Deans
• ' Representatives for key University events, including Award Boards of Examiners and appointment and promotions interviews;
Organise, collate, produce and manage regular statistical information to support Deans
• ' activities;
• Liaise with Schools and other Professional Services with regard to activities associated with the Deans and Associate Deans.

Summary of Key Duties and Responsibilities: Academic Quality specific tasks allocated to the role holder will be specified at the time of appointment.

Organising and providing support for the University's annual programme of Academic Reviews, Academic-Related Professional Service Reviews and Academic Audits, at all the University

• 's campuses.
• Providing support for Academic Partnership processes, including supporting processes for approval, annual monitoring, renewal and termination.
Co-ordinating the University
• 's Annual Monitoring and Review process, including the collation, distribution and review of process documentation.
• Providing support, advice and guidance in relation to quality assurance processes, for example, in relation to the Chairs of Boards of Examiners, External Examiners and Approved Teacher, Tutor, Demonstrator and Marker Approval process.
• Supporting the management , distribution and analysis of internal and external University surveys.
• Providing support for quality processes related to professional body accreditation.
• Supporting initiatives related to the enhancement of learning and teaching and of the student learning experience.
• Identifying and progressing process improvements in quality-related procedures.
• Clerking working groups associated with Academic Quality.
• Collaborating with the other Senior Admin Assistants within the Academic Quality team to ensure all key processes are supported during peak periods of activity, annual leave and other periods of absence.
• Providing general administrative support for Academic Quality-wide tasks and for the Head of Academic Quality.
• Undertaking other tasks as required by Academic Quality managers.
Assisting with Registry and Academic Support events such as graduation and student enrolment.

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 or equivalent experience
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable ability to use own initiative for overcoming challenges
• Demonstrable proactive approach
• Demonstrable ability to effectively communicate with a diverse range of people
• Competent in the use of relevant Microsoft Office packages

Desirable

• Experience of working within a quality-related role
• Experience of working in a higher education environment
• Experience of engaging with a diverse spectrum of individuals across different geographical locations
• Experience of redesigning and improving processes or procedures

About The 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 Academic Quality Division consists of three teams: Quality Assurance; Academic Enhancement; Accreditation and Academic Partnerships. The work of the Senior Admin Assistant (Academic Quality and Deans' Support) will involve collaboration across all three teams, particularly with the Quality Assurance and Academic Enhancement teams. A key part of the role will be to provide support to the three Deans of the University.

The Academic Quality Team is responsible for strategy and policy development and the provision of advice, guidance and support in the relation to the assurance and enhancement of academic standards, the quality of taught programmes and the quality of the student learning experience, across the wider, global University (ie, for all academic provision delivered at all five campus locations and by all study modes including via partnership arrangements and online).

How to Apply

Applications can be submitted up to midnight (UK time) on Sunday 28 th January 2024

Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing your interest and suitability for the post; (2) Full CV

We anticipate holding in-person interviews on Tuesday, 6th February 2024

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.

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 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/ .

We welcome and will consider flexible working patterns e.g. part-time working and job share options.

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.