Role
Information Governance Administrative Assistant
Grade and Salary
Grade 4 – £24,215 – £26,707 per annum
Full‑Time
1 FTE, Open Ended
Responsibilities
* Provide high quality and efficient administrative support to the Information Governance team across its service functions.
* Maintain accurate case‑handling records systems for managing data protection, freedom of information and information governance requests.
* Assist the Information Governance Officer and Senior Information Governance Assistant in managing and responding to freedom of information and data subject requests within statutory deadlines, liaising with 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 providing advice on record keeping.
* Contribute to a productive and cooperative team ethos, building a wide network of mutually beneficial relationships across the University.
Essential Qualifications and Experience
* Excellent written and oral communication skills, and the ability to produce high quality written work independently.
* Experience of working on own initiative with minimal supervision, proactivity in managing day‑to‑day affairs, and identifying and implementing improvements.
* A flexible and adaptable approach, coupled with the ability to prioritise workload 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 in all aspects of the role.
* Ability to operate with tact and discretion due to the highly sensitive and confidential nature of material handled.
* Professional, helpful and pleasant manner.
* Experience of teamwork and effectiveness as a good team player.
* IT literacy with good keyboard skills and working knowledge of Microsoft Office applications (Teams, SharePoint, Word, Excel, PowerPoint) and the Internet, as well as a willingness to develop a working knowledge of specialist systems used by the Information Governance Division (e.g. eCase and OneTrust).
Desirable Qualifications and Experience
* Relevant work experience within higher education or a public‑sector environment.
* Relevant tertiary‑level educational or vocational qualifications.
Benefits
Holiday entitlement: 28 days annual leave, increasing to 33 days per year after 5 years of service, plus 9 university closed days for all full‑time staff.
Equality and Diversity Statement
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 basis of their merits and abilities. We welcome applications from all sectors of society, particularly from underrepresented groups, to maximise potential and build a culture of inclusion for all.
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