- Provide general administrative support, as required, to the leadership team, organising meetings and diaries, writing emails, taking minutes
- Manage and coordinate collaborators, advisory board and other partners and act as a first administrative point of contact.
- Manage and coordinate research-related Travel Bookings and act as first point of contact supporting Academic colleagues with Travel Bookings, for example, to attend a conference.
- Support the Project Manager responsible for Research Grant Proposals & Research Grant Awards. Examples include:
- Assist with Communications, Information Management & Colleague Training, as required
- Educated to SCQF Level 6 or similar/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 in Higher Education
- Advanced knowledge of Microsoft Excel
- Experience in organising events such as conferences and seminars
- Experience of booking travel and accommodation
- Commitment to on-going personal development
- Experience of minute taking
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
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Senior Administrative Assistant - Midlothian, United Kingdom - Heriot-Watt University
Description
Purpose of Role
The Senior Administrative Assistant is part of a small team and will work closely with the GRI leadership team as well as independently and within the wider School Professional Services team to support the GRI activities, and specifically, in the immediate term, to provide support to the academic leads to launch the new structure.
Summary of Key Duties and Responsibilities
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.
Education, Qualifications & Experience
These are the criteria on which the short-listing and recruitment selection will be based.
Essential
Desirable
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
Service Excellence
Clear and Consistent Communications
Planning and Organising
Initiative and Problem Solving
Decision Making
Management Responsibilities
Citizenship
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 Team
Building on the global reputation of Heriot-Watt University in the areas of sensing and manufacturing, the Global Research Institute in Health & Care Technologies is a new hub of Translational Research Excellence designed to accelerate our research and impact to patients' lives.
The Global Research Institute (GRI) brings together academic researchers across all Schools and Campuses who specialise in Health & Care Engineering.
Partnering with clinicians, patients, charity groups and governments, The GRI In Health & Care Engineering drives impact by supporting academic and industrial projects in patient and community engagement, adoption, regulation, and impact creation.
