Purpose of Role
The role-holder will spend their time supporting key off campus student processes such as online student admissions and enrolment; course registration and payment processes; examination related processes; preparation of online student records for boards; answering online student enquiries related to their studies.
Summary of Key Duties and Responsibilities:
1. Organise and support all aspects of online campus student admissions and enrolment, course registration and payment processes for both new and continuing online students with support from Administrators as well as all follow up administrative tasks necessary.
2. Organise and support all aspects of a student’s application for formal enrolment on a programme of study.
3. Organise and support all aspects of application for recognition of prior learning or credit transfer requests.
4. Undertake particular administrative tasks required to create and maintain online student records, process course changes, create and maintain class mark lists (CMLs) and maintain, and archive, student files as outlined in the University’s data management policies.
5. Organising and providing support for all aspects of the processes related to examination registration, cancellation and data preparation processes including logging and distribution of exam scripts for marking, working with academic colleagues/tutors to ensure strict deadlines for marking are met.
6. Undertake processes required for preparing online student records for exam boards and processing of results, such as entering and checking marks, grades, and decisions and assisting at graduation ceremonies.
7. Organising and providing support for all aspects of the processes related to Academic Misconduct, Appeals and Mitigating Circumstance cases.
8. Undertake processes required for preparing online student records for progression and award boards where relevant.
9. Staff both student and academic facing services related to online students, such as student helplines, enquiry management systems, email enquiry accounts or face-to-face support where required.
10. Collaborate in redesigning processes related to the work of the Off Campus Students Division. In conjunction with key internal stakeholders, review and identify areas of improvement to the online student experience and retention.
11. Provide secretarial and admin support to RAS management; and to other Directorates and Schools when agreed with their line management.
12. Advise and support colleagues in Scotland, Dubai and Malaysia on the processes related to the Off Campus Students Division.
13. Undertake other tasks related to the Off Campus Students Division as required by their assigned Line Manager, the Online Students Manager, the Partnerships Manager or the Head of Off Campus Students.
Education, Qualifications & Experience:
These are the criteria on which the short-listing and recruitment selection will be based.
Essential
14. Educated to SCQF Level 6 or similar (see for details) or equivalent experience
15. Several years’ experience of working within a similar environment as outlined above
16. Demonstrable provision of excellent customer service
17. Ability to plan and anticipate needs, proactively managing own workload to use time effectively, whilst handling multiple tasks simultaneously.
18. Competent in the use of relevant IT packages including SharePoint and MS Teams
19. Well-developed interpersonal skills
20. Attention to detail
21. Ability to work under pressure
22. Demonstrable professional and proactive approach
23. Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
Desirable
24. Experience of redesigning and improving processes or procedures
25. Collaboration with multi-location teams
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
This job description is intended as a flexible framework which outlines the key general areas of activity in your position. Other activities may be required which are not outlined above but which are appropriate to the position and grade. Your personal objectives (Forward Job Plan) will also set out specific tasks and objectives for you to achieve, including objectives to help your career development.