Centre Administrator

Grade and Salary:
Grade 5 - £27,241-£31,861 per annum

1 FTE (full-time - 35 hours per week) fixed term until
2033.

28 days annual leaveplus 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.

The role holder will be responsible for providing administrative support within the Centre for Doctoral Training in Applied Photonics to both students undertaking the programme and staff leading the Centre. The job will be varied and interesting covering the areas of application and recruitment, admission, enrolment, monitoring, event organisation and general student support in a small multitasking team. This role is hybrid with flexible working on request.

The role holder will report to the Centre Manager based at Heriot-Watt University but will also have to interact with staff with the partner universities of the CDT. Some flexibility and the ability to travel between partner universities of the CDT is required by the role holder. There will be occasional working outside normal working hours.

The role holder with liaise with external bodies such as industrial partners, partner universities and funding bodies.

The role holder will be willing to help and be supportive of students, colleagues and partners, and will be committed to the diversity and inclusion aims of the CDT as outlined in the ED&I document:

Dealing efficiently with general enquiries by telephone, e-mail, in person and via MS Teams to provide a high level of customer service.

Organising Committee meetings; room booking, catering, circulation of meeting papers, accurate minute-taking for various CDT committees.

• CDTAP Executive (monthly meeting)
• CDTAP Programme Committee (biannually)
• CDTAP Management Committee (biannually)
• CDTAP Independent Advisory Committee (biannually)

Assisting with the organisation of events including the Centre Conference, International Summer School and organising small events such as induction events to ensure they run smoothly, including event venue booking, organising catering and for small events organising key speakers.

Booking travel, accommodation and conferences for students and staff and recording expenditure for students’ travel budgets.

Use of ERP Finance for preparing purchase orders, invoicing and catering orders. Using and reconciling the HWU purchasing card.

Dealing with external bodies such as Industrial Sponsors, partner higher education institutes and Funding Councils

• Liaising with industrial sponsors and Centre Director regarding industrial project approval
• Communicate with Funding Councils regarding meetings and events
• Post projects on CDTAP website, FindAPhD, Instagram, Linked In and other social media
• Filing project proposals & maintaining projects logs
• Correspond with academic partner institutions securely to exchange information

Maintaining highly accurate student records throughout the academic year.

• Setting up new students and maintaining information on the Student Database & Banner
• Initiating, recording and maintaining flow of processes for new students e.g. Code of Practice and Approved Supervisors and ensuring the process is concluded
• Maintaining email distribution lists (students, academic and industrial supervisors, alumni).
• Adding new student records to Student Data System and updating fee/stipend information on an annual basis

• Assisting with Centre marketing activities including CDT Annual Report and posting news on…