Executive Assistant

Directorate: School of Mathematical and Computer Sciences

Grade: Grade 5 (£26,338 – £30,805)

Contract Type: Full Time (1FTE), Open Ended

Rewards and Benefits: 28 days annual leave, increasing to 33 days per year after 5 years service, plus 9 buildings closed days for all full time staff (Part time workers should pro rata this by their FTE). 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.

Detailed Description

The Executive Support Officer provides high-level administrative and secretarial support to the Senior Leadership Team, ensuring the efficient management of daily operations such as diary coordination, meeting organisation, and email communication. The role involves supporting HR processes, including recruitment, promotions, staff induction, and absence management while maintaining confidentiality in line with data protection policies. Additionally, the role provides comprehensive administrative assistance for meetings, events, and School projects, including minute-taking, document preparation, and follow-up actions. The postholder will also lead small projects, contribute to the development of procedures, and provide exemplary customer service. This position requires excellent attention to detail, strong organisational skills, and the ability to work independently while supporting a collaborative team environment.

Key Duties & Responsibilities

Executive Support

• Executive support is provided to the Senior Leadership Team and include:
• Responsibility for the provision of high quality administrative and secretarial support. This may include day-to-day operational aspects of work such as diary management, organisation of meetings, email prioritisation and management, and assistance with drafting email communications;
• Provide administrative support to School projects being led by the Senior Leadership Team, such as the Heads of Department, Associate Executive Deans (Education and Student Life; Research and Impact; Quality) and Head of Operations;
• Demonstrate a high level of initiative and problem solving skills, whilst supporting the Executive Dean.

HR Support

• Provide support associated with the recruitment of staff across the School, ensuring all information relating to staff is handled in a confidential manner and in line with the University’s Data Management Policy.
• Coordinate the promotion process, manage staff absences and staff leavers in line the University policies and procedures, while liaising with HR to prepare the required paperwork.
• Provide administrative support for staff induction;
• Provide guidance to staff on relevant School/University policies and procedures;

Administrative Support

• Provide support to Senior Leadership Team meetings, committees, working groups, away days, and ad hoc meetings as and when required, including taking minutes and following up agreed actions;
• Provide support to Senior Leadership Team meetings, School meetings, committees, working groups, away days, student related events and ad hoc meetings as and when required, including arranging venue, organising catering, preparing papers, taking minutes and following up agreed actions;
• Assist Academic Registry with the preparations for School graduation ceremonies, such as: disseminate ceremony dates and times, collate staff attendance and gown hire requirements;
• Administer the School Honorary appointments;
• Assist with the management of stationery stocks across the School buildings;
• Contribute to the development of School procedures and information on the School intranet;
• Deputise for other colleagues in the team as and when required;
• Help maintain the helpful and friendly environment within the School through effective and appropriate working practices.
• Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.

Project Support

• Lead on small projects on behalf of the Senior Leadership Team or Associate Executive Deans.

Education, Qualifications and Experience 

Essential Criteria 

• Educated to first degree level or equivalent practical experience in the workplace.
• Experience of working within a similar fast paced environment, with proven track record of supporting senior level management.
• A high degree of attention to detail and accuracy of working, including the ability to handle sensitive and confidential information in with the University’s Data management Policy.
• Well-developed interpersonal skills and effectiveness as a good team player, including the ability to use both tact and diplomacy is sensitive situations.
• Confident using their initiative and problem-solving skills
• Experience of using large database systems (e.g HR system) and competent and proficient use of Office 365 and other standard IT packages.

Desirable Criteria 

• Experience of working in the Higher Education sector is highly desirable.
• HNC/SVQ Level 3 Administration or equivalent award.
• Experience of having worked as a Personal Assistant to a senior manager.

Competencies, Tasks and Responsibilities 

The tasks and responsibilities listed under the following Competency Headings form part of all administrative roles in the University at this level and it is expected that the role-holder will perform them to at least an effective standard at all times.

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
• Example of additional job specific task Set up and process payments [using Oracle Financials]

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

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

About Our School 

The School of Mathematical and Computer Sciences (MACS) specialises in computer science, mathematics and actuarial mathematics and statistics, with students at undergraduate, postgraduate taught, and postgraduate research levels across our Edinburgh, Dubai and Malaysia campuses. The School is proud of the international reputation for its research and its close connection with the professional and industrial world of science, engineering and technology, reflecting the importance that the University attaches to the quality of its teaching, research and student support. The vibrant environment of our School, our team of leading academics and our research activities attract a wide variety of students and staff from all over the world. 

The Executive Assistant role is a pivotal role in the School, providing a high level of support to the Senior Leadership Team members, such as the Executive Dean, Heads of Department, Associate Executive Deans (Education and Student Life; Research and Impact; Quality) and the Head of Operations. 

The School website for MACS is https://www.hw.ac.uk/uk/schools/mathematical-computer-sciences.htm 

About Heriot Watt University 

Heriot-Watt University has established a reputation for world-class teaching and leading-edge, relevant research, which has made it one of the top UK universities for innovation, business and industry. 

Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders and Orkney), one in Dubai and one in Malaysia. The University offers a highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business and languages. Heriot-Watt is also Scotland’s most international university, boasting the largest international student cohort. 

How to Apply

Applications should be made using the Heriot-Watt University online recruitment system, and should include: (1) Cover letter indicating your interest and suitability for the post; (2) Full CV 

Applications can be submitted up to midnight (UK time) on Monday 31st March 2025.

Shortlisting to commence the w/b 31/03/2025 and hold interviews on 14/04/2025.

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/ . 

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.

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