Administrative Assistant

Overview

Description

Job Posting

Title:

Administrative Assistant (Off Campus Students)

Grade and Salary: Grade 4 £ 24,215 - £26,707

FTE and working pattern: Full time, open ended (Consideration will be given to flexible working requests)

Benefits: 28 days annual leave, increasing to 33 days per year after 5 years service, plus 9 buildings closed days (and Christmas Eve when it falls on a weekday) for all full time staff

Organisation Name: Registry and Academic Support:
Off Campus Students Division

About Our School/Directorate And Team

The Global Registry and Academic Support Directorate supports our students and staff colleagues across the full student life-cycle from enrolment to graduation. The Directorate has responsibility as the definitive record-keeper of all student information and programme and course details, and leading services that help students settle and stay at the University with professional help and advice, through a range of wellbeing services.

It supports academic and professional services staff across the University in a number of areas, including: academic, institutional and student related Regulations and Policies and global, national and institutional quality matters. It delivers these services through four Divisions, each managed by a Global Head, and two Heads of Campus Registry:

• Student Life
• Off Campus Students
• Academic Operations
• Academic Quality
• Head of Registry – Dubai Campus
• Head of Registry – Malaysia Campus

The Off Campus Students Division consists of two teams supporting Heriot-Watt Online students; the Off Campus Students team (STEM) and the Off Campus Students team (non-STEM). The work of the Administrative Assistant will be related to the Off Campus Students support teams.

The Off Campus Students Division is responsible for supporting all aspects of the off-campus student journey from enrolment to graduation by providing a single structure to support and enhance the student experience of those studying online programmes or studying off campus via dedicated University approved partnerships globally

Purpose of Role

The Administrative Assistants in the Off Campus Students Team share responsibility for key duties outlined below. A number of these tasks will also be shared with the Senior Administrative Assistant. For some specific tasks (e.g. course registration, exam data preparation, etc.) an individual will be assigned the responsibility of leading the work for an allocated period, after which the task will be reassigned to another in the team to share knowledge and expertise.

Summary Of Key Duties And Responsibilities

The Administrative Assistants in the Off Campus Students team share responsibility for key duties outlined below. A number of these tasks will also be shared with the Senior Administrative Assistant. For some specific tasks (e.g. course registration, exam data preparation, etc.) an individual will be assigned the responsibility of leading the work for an allocated period, after which the task will be reassigned to another in the team to share knowledge and expertise.

• Support the admissions process by undertaking a range of administrative tasks and recruitment activities to help maximise student recruitment. This includes running reports and providing applicants with guidance via email and phone where required.
• Support the enrolment, course registration and payment processes for both new and continuing students by assisting the Senior Administrative Assistants as well as any follow up administrative tasks.
• Provide support for a student’s application for formal enrolment on a programme of study.
• Engage with the Head of Heriot-Watt Off Campus Division, the wider Off Campus team, students and other University staff to create and maintain student records, process course changes, create and maintain class mark lists (CMLs), maintain and archive student files as outlined in the University’s data management policies.
• Support the examination registration, cancellation and data preparation process (currently three exam diets per academic year). Log/distribute exam scripts for marking, working with academic colleagues/tutors to ensure strict deadlines for marking are met.
• Produ…