Executive Assistant - Part Time
Executive Assistant - Part Time
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Job Description
Role: Executive Assistant School of Textiles & Design HeriotWatt University
Location: Galashiels
Salary: Gradepro rata
Contract Type: Part Time 0.6FTE) Fixed Term 18 Months)
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: to see the value of benefits provided by HeriotWatt University.
Detailed Description
The School of Textiles and Design is looking to appoint an enthusiastic and experienced administrator to undertake the role of Executive Assistant to the Executive Dean and the School senior leadership role willprovidea range of key duties including diary management meeting and event organisation as well as the provision of broader administrative and operational support for the Schools activities at the Scottish Borders campus.
The role of the Executive Assistant to the Executive Dean is critical and complex supporting the leadership team in their multifaceted positions and coordinating administrative and operational duties at School level. Reporting to the Head of Operations the successful candidate will provide comprehensive executive and administrative support to the Executive Dean and senior leadership team ensuring meticulous planning and attention to detail in all tasks and responsibilities.
The role is based at the HeriotWatt Scottish Borders campus in Galashiels and sits within a wider Student and Academic Support Centre with the role holder expected to support School and campus activities as required.
We welcome and will consider flexible working patterns e.g. parttime working and job share options.
Key Duties and Responsibilities
Executive Assistance
- Manage and maintain the Executive Deans complex diary and email account ensuring that all diary commitments papers and arrangements are handled effectively and with careful attention to priorities.
- Draft and respond to emails in accordance with Executive Deans needs and escalate as appropriate.
- Filter general information queries phone calls and invitations to the Executive Dean by redirecting or taking forward such contacts as appropriate.
- Highlight urgent messages and requests/documents for review by the Executive Dean and provide support by drafting proofreading and issuing correspondence/documents.
- Collate and print presentations meeting papers and briefings for the Executive Dean ahead of meetings ensuring that the Executive Dean is briefed and prepared as appropriate.
- Provide diary management and meeting organisation support for other members of the senior leadership team where required.
Business Services
- Ensure accurate and efficient management of office systems data and related processes maximising the use of platforms such as MS Teams/SharePoint for document storage and for tracking the management of small projects.
- Support effective communications within the School including updating colleagues on policy and procedure changes and practical information relating to the School and campus.
- Ensure that financial requisitions are flagged to the Executive Dean for consideration and that approvals are communicated to the relevant parties
- Arrange travel and accommodation for the Executive Dean senior leadership team and visitors as requested including booking flights accommodation with designated providers and coordinating local transfers to and from the University.
- Assist with processing Executive Dean expense claims where required.
- Allocate office space and assist with the onboarding and induction of new staff.
- Maintain schedules of staffing information (e.g. appraisals and probation) and coordinate review meetings for the Executive Dean and other line managers updating tracking and following up outcomes as appropriate.
- Undertake small projects on behalf of the Executive Dean and other members of the senior leadership team as required.
- Liaise with a range of professional services to action requests and produce reports for the Executive Dean and Schools senior leadership team.
Meeting and Event Management
- Coordinate logistical arrangements for meetings and events as directed by the Executive Dean including organising catering venue reservations liaising with suppliers and collaborating with both internal and external stakeholders to ensure the success of events and activities.
- Clerk meetings including agenda preparation compiling necessary documentation drafting minutes and maintaining action trackers.
- Assist in the planning organisation and coordination of the Schools annual degree shows and similar events
- Liaise with academic and professional services colleagues within the School as well as key contacts across the University and externally to organise and support meetings as required.
General Support
- Act as a first point of contact within the School for queries and requests for assistance.
- Investigate and resolve enquiries directing stakeholders to the appropriate staff or department if the issue falls outside the scope of the role.
- Support the general operation of the Student and Academic Support Centre at the Scottish Borders campus including assisting/covering other colleagues where required.
- Maintain School records providing updates and reports as required and managing confidential information appropriately.
- Contribute to Executive Assistant Team for a and meetings across the University and provide input on continuous service improvement around executive assistance.
Please note that this job description is not exhaustive and the post 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.
Person Specification
Essential
- Educated to SCQF Level 6 or similar or equivalent experience
- Recent experience of working in an Executive Assistant or comparable role in an organisation of comparable scale and complexity
- Evidence of a strongly developed awareness of customer service.
- Experience of servicing highlevel committee meetings and formal minute taking
- Experience of developing and reviewing administrative processes and systems
- Excellent verbal and written communication and interpersonal skills with tact diplomacy and sensitivity across a wide range of people at all levels in and outside the University
- Excellent organisational and time management skills with the ability to prioritise a diverse and changing workload
- Highly proficient in the use of relevant IT packages including SharePoint
- Ability to manage multiple busy diaries at the same time
- Demonstrable professional and proactive approach
- Demonstrable ability to work quickly flexibly and accurately in a dynamic changing and pressured environment
Desirable
- Relevant experience of administration preferably in a higher education environment
- Previous experience of working in line with corporate policies and procedures
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
- 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 nonstandard 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 systemgenerated 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 adhoc 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 Universitywide 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.
How to Apply
Please submit via the HeriotWatt online recruitment system 1 Cover letter describing their interest and suitability for the post; 2 Full CV
Applications can be submitted until midnight on Friday 18th April 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 wellbeing and inclusiveness at the heart of our global community.
HeriotWattUniversity 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.
HeriotWattUniversity 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 also our awardwinning work in Disability Inclusive Science Careers our total rewards calculator: see the value of benefits provided by HeriotWatt University.
Employment Type
Full-Time
