Job description

Job Posting Title:                            School Administrator 

Grade:                                                 Grade 4 

FTE and working pattern:             Full Time (35 Hours a week)

Department:                                     Registry and Student Services 

Location:                                            Dubai Campus

About Heriot Watt University: 

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. 

With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and practical, leading-edge research, which has made it one of the top UK universities for business and industry. We connect with industry at every level and develop programmes to match their needs – so employers get work-ready industry-fit graduates. 

Heriot-Watt is also Scotland's most international university, boasting the largest international student cohort. 

We have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities. 

Purpose of the Role

The School of Social Sciences is looking for an organised, proactive and people-focused School Administrator to join our Professional Services team. This is an exciting opportunity to play a key role in supporting the smooth day-to-day running of the School, working closely with academic colleagues, professional services teams, students and external partners.

As a central point of support, you will help create a positive experience for students and staff by providing high-quality administrative assistance across a wide range of activities. From coordinating events and meetings to supporting student activities, onboarding new colleagues and helping academic programmes run smoothly, no two days will be the same.

We are seeking someone who enjoys working with people, takes pride in delivering excellent service and can comfortably manage a variety of tasks in a busy and collaborative environment. You will be part of a supportive team that values professionalism, flexibility and continuous improvement, with opportunities to contribute ideas and make a real impact on the School community.

Key Responsibilities

Supporting the School

• Provide day-to-day administrative support to ensure the efficient running of the School of Social Sciences.
• Act as a friendly and professional first point of contact for administrative queries from students, colleagues and external stakeholders.
• Maintain accurate records, documentation and administrative processes.

Supporting Students and Academic Activities

• Assist with the administration of academic programmes and student activities, including field trips, guest events and end-of-course celebrations.
• Support assessment and examination processes where required.
• Help coordinate student induction activities, welcome events and engagement initiatives.
• Respond to routine student enquiries and direct more complex matters to the appropriate colleague.

Meetings and Events

• Organise and support meetings, workshops, seminars, guest lectures and School events.
• Arrange venues, prepare documentation, distribute agendas and record action points where required.
• Support follow-up activities to ensure agreed actions are completed.

Operational Support

• Assist with purchase orders, supplier communications and invoice processing in line with University procedures.
• Coordinate travel and accommodation arrangements when required.
• Monitor office resources and support the smooth delivery of administrative services.
• Help facilitate onboarding and induction arrangements for new members of staff.

Working as Part of the Team

• Collaborate with colleagues across the School, Dubai Campus and wider University.
• Contribute ideas to improve processes, efficiency and the overall service experience.
• Provide support and cover for colleagues during busy periods or absences.
• Undertake other duties appropriate to the role and grade.

Who We're Looking For

We are looking for someone who is highly organised, personable and motivated, with experience providing administrative support in a professional environment. You will be confident managing multiple priorities, communicating with a wide range of people and delivering excellent customer service.

You'll thrive in this role if you:

• Enjoy working with and supporting people.
• Have strong organisational and time-management skills.
• Take a proactive approach and use initiative.
• Communicate clearly and professionally.
• Are comfortable working independently as well as part of a team.
• Have excellent attention to detail and can manage confidential information with discretion.
• Are proficient in Microsoft Office applications including Word, Excel, Outlook and PowerPoint.

Experience within a university or educational environment would be advantageous but is not essential.

Why Join Us?

This role offers the opportunity to become part of a collaborative and supportive team that plays a vital role in the student and staff experience. You will contribute to a vibrant academic community, build relationships across the University and gain exposure to a broad range of activities that make a real difference to the success of the School.

Heriot-Watt University Values

With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and professionally relevant, leading-edge research, which has made it one of the top UK universities for business and industry.

We are a vibrant, forward-looking university, well known for the quality of our degrees with employers actively seeking out our graduates.  Heriot-Watt is also Scotland’s international university with an unsurpassed international in-country presence. We deliver degree programmes to circa 30,000 students in 143 countries around the world, have a further overseas campus in Dubai and boast the largest international student cohort in Scotland.

At Heriot-Watt we’ve created an environment that nurtures innovation and leadership - where our researchers, staff and students can realise their potential and develop their ambitions.

We are proud of our collegiate atmosphere and integrated teaching and research approach which has helped to build a community of committed academics and highly motivated students.  Our focus on careers delivers results and we’ve an excellent reputation for graduate employability.

In addition to the Edinburgh campus, we currently have campuses in  the Scottish Borders, Orkney, Dubai and Malaysia.  For all of our campuses we aim to provide stimulating, supportive environments conducive to effective learning and research, where staff and students can excel. At Heriot-Watt, we have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.

Our values describe our deeply held beliefs and our community spirit. They characterise not only how we are as a higher education institution but also frame how we want to be.

Our values are:

• Belong
• Collaborate
• Inspire
• Celebrate

As learning, living and working institution, we use our values as the building blocks of how we go about doing our work and how we each conduct ourselves as members of Heriot-Watt University. They represent what binds us together as a University community and help us to become the best at what we do.

For full details on our University, please view our website https://www.hw.ac.uk/about.htm

‘How to Apply’

Please submit your CV and a cover letter setting out how you meet the criteria for this role.  

Shortlisted candidates may be invited to complete an on-demand-video interview as the first stage of the selection process. Successful candidates will then proceed to in-person formal interviews at our Dubai campus, where you will be asked to deliver a brief presentation on a relevant topic.  Following the formal interview, the preferred candidate will attend a second interview with senior staff at the Dubai campus before a final offer decision is made.

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.

The appointment is conditional upon successful completion of all Labor and Immigration formalities, and the start date will need to be delayed if the employment visa is not in place.