Administrative Assistant

Role: Complaints and Student Conduct Administrative Assistant

Grade and Salary: Grade 4- £24,546-£26,707 per annum

FTE and working pattern: 1 FTE (Full time- 35 hours per week) fixed term for 6 months

Holiday Entitlement: 28 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday). Use our total rewards calculator:  to see the value of benefits provided by Heriot-Watt University.

Directorate Name: Governance and Legal Services (GALS)

Reporting to: Senior Conduct Officer (Dr Cindy Stubbs)

The Directorate seeks to deliver, enhance and adapt an effective and sustainable governance framework upholding the rights and obligations of all stakeholders, including international stakeholders. The purpose is to support sound, effective and accountable decision making and stewardship of the University’s resources and reputation. The Directorate's core objective is to protect Heriot-Watt University's reputation, brand, values and assets and its definition of Success to maintain compliance with standards (legislation, codes of practice etc.)

and enhance value.

The role holder will occupy a administrative role within the Student Appeals, Student Academic Misconduct and University Complaints Team of the Policy and Governance Division and will have the responsibility for providing supporting the caseload of student complaints, appeals and discipline related issues across the University.

The role holder will work with the Senior Complaints Officer and Senior Student Conduct Officer, to undertake investigations, prepare reports and responses to cases, ensuring compliance with internal and external regulations and best governance practice.

In addition, the role holder will support the Policy and Governance of the University, by undertaking clerking responsibilities for sub-committees of the University and in ensuring maintenance of University Regulations and Policies in their area.

• The post-holder will provide a clerical service for the Division’s internal process for dealing with student academic appeals, student academic and non-academic misconduct and Univeristy complaints, supporting on a daily basis the management of cases reported to the University
• Acknowledging receipt of cases and creating appropriate folders within (i) the Microsoft Outlook mailboxes, (ii) on the internal SharePoint folders, (iii) external software platforms
• Collating the evidence submitted, from a variety of sources, and ensuring that these are appropriately allocated to the correct case folders
• Creating the case file templates for each case in the manner required, ensuring that these are inline with policy and procedures
• Supporting the team in arranging meetings with staff and/or students
• Liaise with the Primary Academic Units, and all campuses, in respect of management of cases, with provision of relevant background information for consideration by the relevant Committees and, where applicable, Deans of the University, providing advice on Complaint and Student Conduct procedures and on individual student cases that are being reviewed, the stages of cases, and on individual appeals on cases
• Provide ancillary support for other governance related activities undertaken by the Policy and Governance Division, as requested by the Head of Policy and Governance Division

Essential