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Administrative & Event Assistant (Part-time) - job post

Heriot Watt University
121 reviews
Heriot-Watt University Lochside Walk, Edinburgh
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Job details

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Job type

  • Part-time


Heriot-Watt University Lochside Walk, Edinburgh

Salary:  Grade 4 (£22,681 - £24,533) 

Contract:  Part-time (20 hours per week), temporary contract for 3 months

Annual leave:   28 days plus 9-10 Buildings Closed Days pro rata

Start Date: April 2024 

Job Description :

We are looking to appoint an enthusiastic and detail-oriented person to undertake the role of Administrative/Event Assistant in our busy Professional Services team on a temporary basis. As part of the team, this role is designed to assist in providing support to the Event Administrator and the organizing team in the coordination, execution, and post-conference phase.

The role holder will be responsible for a range of key duties, including diary management, general administration and operational support, event planning and on-the-day event management. The role also requires outstanding organisational and communication skills.

Please note, this is a temporary position, which may require flexibility in working hours, especially during peak event period.

Main purpose of the job :

  • Provide a full range of administrative support to the Event Manager and the team
  • Provide diary management support and responding to sudden changes to appointments
  • Administratively support a range of meetings from logistical arrangements, maintaining records of details of the event and technical set-up/testing of any equipment and by also being aware of the team
  • 's schedule and priorities
  • Dealing with bookings, manage registrations
  • Maintaining positive and productive working relationships across the network of contacts
  • Maintain a strong team working ethos within the organizing team and provide cover for the event manager when necessary
  • Undertake other specific and/or related tasks and administrative duties as required

We are committed to delivering a customer focused service to students, staff and visitors. To achieve this commitment, all support staff need to be adaptable and prepared to support other teams and individuals within the School.

Please note, 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.

Key duties and responsibilities :

  • Help with meetings planning to optimise attendance
  • Assisting with communication/mailings to guests, participants, enquirers, and volunteers
  • Help with marketing to enhance and grow the interest and create publicity
  • Liaise with a range of colleagues and key service providers
  • Attend weekly meetings, take notes/minutes and follow-up actions
  • Maintain up-to-date records of event-related data
  • Assist in the organisation and pre-event planning; be on hand to assist guests, participators, volunteers at the conference week
  • Assist in managing on-site conference operations and troubleshooting issues when they arise
  • Use of relevant software with training
  • Assist in the use of relevant software to facilitate meetings
  • Undertake various clerical and administrative tasks as required
  • Collection, writing and editing of news stories and distribution of approved stories and newsletters
  • Monitoring of communications in this area and seeking authorisation of content
  • Support the creation of promotional materials and content
  • Assist in post-conference evaluations and feedback collection

Essential and Desirable Criteria

Essential Criteria

  • Literacy and numeracy skills equivalent to SVQ Level 2 (Standard Grade Credit)
  • Previous experience in administration, event coordination or related roles is preferred
  • Able to work effectively as part of a team or independently
  • Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
  • Highly developed and professional interpersonal and communication skills (both verbal and written)
  • Ability to use own initiative and judgment and to be pro-active
  • High level of attention to detail
  • Excellent organizational and time-management skills
  • Proficient knowledge of Microsoft package
  • Excellent customer service, professional and friendly manner
  • Have an open mind and can-do attitude with self-motivation and enthusiasm


  • Educated to SVQ level 3 (Highers) or equivalent qualification
  • Good English, numeracy, and IT skills
  • Proven track-record of working in a Higher Education
  • Knowledge of marketing principles and promotional strategies

How to Apply

Applications can be submitted until midnight on the 11th of March 2024.

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.

Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website and also our award-winning work in Disability Inclusive Science Careers .

We welcome and will consider flexible working patterns e.g. part-time working and job share options.

Use our total rewards calculator: to see the value of benefits provided by Heriot-Watt University.

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