Role
Information Governance Administrative Assistant
Grade and Salary
Grade 4 - £24,215 - £26,707 per annum
FTE and Working Pattern
Full Time (1FTE), Open Ended
Directorate
Governance and Legal Services (GALS)
Holiday Entitlement
28 days annual leave, increasing to 33 days per year after 5 years service, plus 9 university closed days for all full time staff.
About the Directorate and Team
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 the University’s reputation, brand, values and assets and ensure compliance with legislation, codes of practice and other regulatory standards. The Information Governance Division works collaboratively with colleagues across the University to promote effective information governance, support University business worldwide and manage information risk to meet relevant legal, regulatory and audit requirements.
Purpose of Role
The role holder will be an important member of the Information Governance Division and one of the two administrative roles that support the timely and efficient delivery of our service. The role holder will support the Information Governance team in managing and responding to freedom of information and data subject requests, providing advice and guidance to the University community, and supporting effective information governance across the global University.
Key Duties and Responsibilities
* Provide high quality and efficient administrative support to the Information Governance team across its service functions.
* Maintain accurate and efficient case‑handling record systems for managing data protection, freedom of information and information governance requests and enquiries.
* Assist the Information Governance Officer (Information Rights) and work with the Senior Information Governance Assistant in managing and providing appropriate responses to freedom of information and data subject requests from students, staff and external requesters within statutory deadlines; liaise closely with colleagues in professional services and schools as required to retrieve, collate and process relevant information.
* Ensure that appropriate responses are issued in a timely manner.
* Clerk and take concise formal minutes for the Global Information Governance and Data Protection Committee and working groups.
* Assist the Records Manager in managing contracted records storage and retrieval services and provide advice on record keeping.
* Contribute to a productive and cooperative team ethos, building a broad network of mutually beneficial relationships across the University.
Essential Qualifications
* Excellent written and oral communication skills, and the ability to produce high quality written work independently.
* Experience of working on own initiative with minimal day‑to‑day supervision, proactive in managing day‑to‑day affairs and identifying and implementing improvements.
* A flexible and adaptable approach, coupled with prioritisation skills to meet deadlines.
* Good organisational and forward‑planning abilities; ability to balance a varied group of concurrent projects and activities.
* High attention to detail and accuracy across all areas relating to the post.
* Ability to operate with tact and discretion due to the highly sensitive and confidential nature of the material that may be handled.
* Professional and helpful manner.
* Team‑working experience and effectiveness as a team player.
* IT literacy with strong keyboard skills and working knowledge of Microsoft Office applications (Teams, SharePoint, Word, Excel, PowerPoint) and the Internet; ability to develop working knowledge of specialist systems used by the Information Governance Division (e.g., eCase, OneTrust).
* Maintain awareness of personal digital wellbeing by managing screen time and its impact on mental and physical health when using digital technologies.
Desirable Qualifications
* Relevant work experience within a higher education or public‑sector environment.
* Relevant tertiary‑level educational or vocational qualifications.
Employment Equity and Equality
Heriot‑Watt University is committed to securing equality of opportunity in employment and to creating 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 welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website: https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award‑winning work in Disability Inclusive Science Careers: https://disc.hw.ac.uk/.
#J-18808-Ljbffr