Administration Assistant – Research – Centre of Excellence in Smart Construction

• Provide general administrative support to the Centre Director, as required.
• Collating information from academic and research staff for annual reports and other documents.
• Disseminate relevant information to staff and partners, as required (e.g. via SharePoint, email, and Microsoft Teams).
• Web page management; adding information to relevant web pages.
• Updating relevant processes as necessary (SharePoint, Application form and guidance).
• Organising meetings; room booking, catering, circulation of meeting papers, accurate minute taking.
• Event organising; booking rooms, arranging catering, issuing meeting invites, and distributing event materials.
• Dealing efficiently with staff and visitor enquiries on a regular basis in person, by telephone and e-mail to provide a high level of customer service.
• Booking travel, accommodation and conferences for staff and recording expenditure for travel budgets.
• Dealing with external bodies such as Industrial Sponsors, Partner Institutes and Funding Councils.

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.

Essential

Skills and Requirements

• Educated to first degree or equivalent
• Good level of competency in written and spoken English
• Experience of working within a confidential office environment as outlined above
• Innovative and self-motivated
• Able to work alone and collaboratively
• Well-developed interpersonal skills
• Good organisational skills
• Good writing/speaking communication skills (with internal colleagues and external stakeholders)
• Good working knowledge of appropriate IT software (e.g. Microsoft Word, Microsoft Outlook, Microsoft Excel, shared portals)
• Demonstrable excellent customer service
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable professional and proactive appearance and approach

Desirable

• Experience in Higher Education
• Advanced knowledge of Microsoft Excel
• Experience in organising events such as conferences and seminars
• Experience of booking travel and accommodation
• Experience of minute taking

At Heriot-Watt we understand that being diverse makes us better which is why we support a culture of respect and equal opportunity, and value diversity at the heart of what we do. We want to increase the diversity of our workplace to underpin a dynamic and creative environment.

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

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