Senior Administrative Assistant (Academic Operations)

Heriot-Watt University

Location: Riccarton Campus, Edinburgh

Contract: Full time, 35 hours 1 FTE

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.

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.
• 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 and 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
• 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

For all criteria, further details and how to apply:

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. For more information, please see our website www.hw.ac.uk/uk/services/equality-diversity.htm and our award-winning work in Disability Inclusive Science Careers disc.hw.ac.uk.