Job Description
Grade and Salary: GRADE 5 £22,847 - £26,341
Contract: Full-time (35 hours per week)
Organisation Name: MCS-ICMS
About our School/Directorate and Team: The International Centre for Mathematical Sciences is a joint activity between Heriot-Watt University and the University of Edinburgh. Established over thirty years ago ICMS stimulates and promotes the mathematical sciences through diverse international workshops and conferences. Our vibrant events programme attracts leading mathematical scientists from the UK and internationally - connecting mathematical communities across the world. We are experienced in organising and hosting virtual and hybrid events, alongside in-person ones.
In addition to workshops, ICMS manages a number of other mathematical activities, such as our very popular Research-in-Groups programme; an extensive knowledge exchange programme; public engagement; and by giving administrative support to a number of mathematical groups.
ICMS is located in a University of Edinburgh building The Bayes Centre in Edinburgh city centre.
Purpose of Role The International Centre for Mathematical Sciences is looking to appoint a full-time Executive Assistant based in our central Edinburgh building. The post holder is expected to provide secretarial and administrative support to the Director, the Centre Manager, and the Knowledge Exchange Officer. The post holder will also administrate all of the ICMS funding calls and applications for funding for activity at the ICMS. The work will be varied and the post holder will be expected to be able to deliver a fair, friendly and timely service to staff, partners and visitors.
Summary of Key Duties and Responsibilities:
Responsibility for the provision of high quality administrative and secretarial support. This may include day-to-day operational aspects of work such as diary management, travel booking, organisation of meetings, email prioritisation and management, assistance with drafting email communications; and maintenance of web pages.
Provide support to committees, working groups, away days, and ad hoc meetings as and when required, including taking minutes, booking rooms and catering, and following up agreed actions;
Administer all of the calls for funding for activity at ICMS, this includes but is not limited to monitoring applications and working with the Centre Manager and the Director make sure that all proposals for funding are reviewed and processed in a timely manner,.
Provide day-to-day support in maintainting facilities at ICMS working with the ICMS Events Team and the Bayes Centre staff;
Deputise for other colleagues in the ICMS team as and when required.
Education, Qualifications & Experience:
These are the criteria on which the short-listing and recruitment selection will be based.
Essential
Educated to SCQF Level 6 or similar (see link for details) or equivalent experience
Experience of working within a similar environment as outlined above
Competent in the use of relevant IT packages
Well-developed interpersonal skills
Demonstrable professional and proactive approach
Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
Demonstrable provision of excellent customer service
Competencies, Tasks and Responsibilities
The tasks and responsibilities listed under the following Competency Headings form part of all administrative roles in the University at this level and it is expected that the role-holder will perform them to at least an effective standard at all times.
Team Work
Contribute to and provide general support across the team
Cover for other colleagues within the immediate team
Participate in working groups and committees within the team, School/Directorate as required
Train team/colleagues in operational activities
Service Excellence
Create a positive image of the University by being responsive, prompt and courteous when responding to requests or enquiries from customers
Produce standard and ad hoc reports as requested
Enter and maintain records and data into the appropriate ICMS or university system
Liaise with internal and external teams, committees, bodies etc. to ensure an effective service
Process documents, for example applications, offers, contracts, orders, records, payments and other information in accordance with agreed service levels and information security procedures
Carry out general office duties, e.g. reception/meeting and greeting; sort and organise mail; order stationery; maintain office equipment such as printer, photocopier etc.
Provide event support to the ICMS event team when required
Keep working area clean and tidy in line with appropriate H&S requirements
Clear and Consistent Communications
Maintain confidentiality at all times by following university policies and guidance in managing confidential information and personal data.
Write standard communications using templates, understanding what parts of the template to use as appropriate.
Record and produce accurate minutes for all ICMS committees and also for the Edinburgh Mathematical Society meetings.
Draft non-standard communication for review and use by more senior members of the team.
Explaining standard procedures, regulations, or operating instructions.
Disseminate news and information to relevant customers and colleagues.
Planning and Organising
Arrange meetings/workshops for internal or external customers, including room and equipment, hospitality and invites to attendees as appropriate
Carry out routine instructions from standard procedures
Contribute to drafting of standard procedures within your team
File, archive and destroy data in line with the University Data Protection & Retention Policy
Provide appropriate admin support for meetings and events;
Support School/Directorate and team processes and procedures by meeting schedules and timetables
Initiative and Problem Solving
Act as first point of contact for queries from customers by phone, email, system-generated and in person
Identify and support process improvement
React to problems using judgement and past experience to solve routine issues
Use experience to suggest solution to new problems to line manager
Decision Making
Make day to day decisions in prioritising own workload
Provide advice and guidance, respond to queries and refer more complex queries to more senior members of the team as appropriate
Understand the appropriate tools to use when undertaking day to day tasks
Management Responsibilities
Supervise the work of the ICMS administrative assistant
Citizenship
Demonstrate the University Values at all times through performance and behaviour
Participate in ad-hoc duties to support the team/University and for personal development
Support newer or inexperienced colleagues within and outside the University by offering support, help and advice
Positively promote the University internally and externally through positive behaviour and supporting University-wide activities
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.
How to Apply
Applications must be submitted until midnight on the 15th of January 2023.
Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing their interest and suitability for the post; (2) Full CV
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.