HERIOT-WATT UNIVERSITY MALAYSIA
Manager, School Administration
Applicant Information – Reference No. HWUM15/15
Heriot-Watt University Malaysia Sdn Bhd (HWUM) is a high quality university based in Putrajaya, Malaysia. HWUM is the second international campus of Heriot-Watt University (“HWU”) which is a leading research-intensive UK university, specialising in science, technology, engineering, business, languages, textiles and design, with an international reputation for scientific and technological excellence. The University also has a campus in Dubai.
The University’s Malaysian campus currently has some 500 students and has just opened a stunning new, eco-friendly, lakeside campus with a capacity of 4,000. It already offers a range of programmes including Foundation Programmes and Undergraduate programmes such as Business, Engineering, Engineering, Construction, Actuarial Science and more. It also offers Postgraduate degrees in Energy, Petroleum Engineering, Construction, Business Psychology and Business. This portfolio will grow over the next few years as new programmes are launched.
With state-of-the-art learning resources and teaching spaces, the new Putrajaya campus was designed as a dynamic and stimulating place to study amidst a lakeside setting, boasting an exceptional range of facilities for student life. The campus houses a variety of informal study spaces, an extensive library and features easy access to IT facilities with wireless Internet connectivity throughout. Heriot-Watt University Malaysia employs the same UK-styled student-centred approach to learning, which means, students develop independence, self-discipline and analytical skills sought after by employers.
At HWUM, students have access to a British style and quality of education in Malaysia. Learning outcomes and standards are identical across all campuses which enables students to transfer between campuses.
HWUM is fully licensed by the Ministry of Higher Education and is officially recognised by the Malaysian Government as an Entry Point Project – contributing to the country's Economic Transformation Programme (ETP) – as part of a comprehensive effort that will transform Malaysia into a high-income nation by 2020.
Job DescriptionThe Manager, School Administration heads the School Administration office and is responsible for the effective and efficient management of operations of the section. This office is also responsible for providing frontline professional services to a wide range of customers, which include students, staff, parents and sponsors, in the day-to-day delivery of programmes and courses at HWUM.
The incumbent assumes a leading role in the development, implementation and evaluation of strategic and operational plans. In consultation with the Associate Heads of School and/or Programme Leaders, the Manager, School Administration provides management and administrative support for the effective delivery of programmes and courses at HWUM. The Manager, School Administration also be required to establish and maintain effective links with the Directors of Administration and other relevant staff at the Edinburgh campus to ensure school requirements are met.
This position reports to the Chief Operating Officer and Registrar, or her nominee.
Key Duties and Responsibilities1. Lead the School Administration team to ensure services are effective, timely and represent best practice.
2. Oversee staff activities and workloads to ensure appropriate deployment of available staff to work demands.
3. Provide administrative support service to the Associate Heads of School and Programme Leaders, in maintaining programme and course files, preparing documents for accreditation purposes, updating guides or handbooks, assigning academic mentors to students, administering the recording of student attendance, compiling requirements and recording changes for timetables, coordinating meetings and taking minutes, issuing student letters, obtaining student feedback/survey results from Edinburgh campus, disseminating information to students, and running school events.
4. Maintain effective working relationships with other sections of the University to facilitate cooperation, synergy and successful outcomes in targets and objectives.
5. Provide timely reports and/or recommendations concerning the administrative support service to the Head, Registry and Student Services.
6. Ensure services provided are consistent with the University standards, policies and procedures; as well as regulations and requirements as stipulated by the Malaysian government, where applicable.
7. Respond to queries, requests and emerging issues in a timely and constructive manner.
8. Develop and implement appropriate business processes for all processes within School Administration office.
9. Provide advice and assistance to customers on a range of academic services including admissions, enrolments, academic results, supporting letters, student records, student progression and graduation.
10. Ensure the School Administration team provides professional customer service in all interactions, which include greeting customers as they arrive at the School Administration Counter, attending and responding to customers promptly and accurately, and maintaining clean and orderly service counter areas.
11. Process the submission of documents from students, such as assignments/courseworks, medical certificates and completed University forms; ensure each submission is correctly recorded and directed to the intended recipient/staff.
12. Manage school budget, including the allocation of office and teaching space; ensure adequate provision and effective utilisation of teaching resources and University facilities.
13. Ensure the confidentiality of University and student records.
14. Represent the department or section on internal and external meetings, as needed.
15. Provide support for marketing activities and other University events, as needed.
Please note that 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 and its general responsibilities. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.
Contractual InformationCompany: Heriot-Watt University Malaysia
Job Title: Manager, School Administration
School/Section: School Administration Office
Reporting to: Chief Operating Officer and Registrar, or her nominee
Duration of post: Permanent / Working Hours: 35 hours per week, together with such additional hours as are necessary to ensure the efficient discharge of the duties of the post
Will be required to work during weekends when teaching is in session.
Salary: Remuneration package will commensurate with qualification, work experience and skill set
Start Date: June 2015 or earlier
Person Specification
This section details the attributes e.g. skills, knowledge/qualifications and competencies which are required in order to undertake the full remit of the role.
Attributes / Essential / Desirable / Means of AssessmentEducation & Qualifications / Degree or equivalent / Masters degree / Academic certificates
Experience / Minimum five(5) years of relevant experience / Experience in higher education industry and managing UK programmes / Application form and interview
Competencies, Skills & Knowledge / Ability to lead a team, with a strong commitment to continuous quality improvement and customer oriented
Ability to prioritise work independently, whilst maintaining quality
Attention to detail
Excellent written and verbal communication in English
Excellent interpersonal skills, dealing with a broad range of people
Effective computer, organisational and problem solving skills / Application form, interview and references
Special Factors (if applicable) / Must be able to work on selected weekends
Essential Criteria – these are attributes without which a candidate would not be able to undertake the full remit of the role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be eliminated at the short listing stage.
Desirable Criteria – these are attributes which would be useful for the candidate to hold. When shortlisting, these criteria will be considered when more than one applicant meets the essential criteria.
Other Relevant InformationDue to Malaysian Immigration restrictions, we regret that this position is only open to citizens or permanent residents of Malaysia.
We aim to hold interviews at the Malaysia Campus in Putrajaya by April 2015.
Application ProcessApplications should be submitted to the Jobstreet job portal (www.jobstreet.com.my).
Candidates not registered under Jobstreet may email their applications to or post to Heriot-Watt University Malaysia, Human Resources, Level 2, East Wing, No. 1, Jalan Venna P5/2, Precinct 5, 62200 Putrajaya, Malaysia. For all application and correspondence about your application, please quote ref: HWUM15/15.
Applications must be submitted by 3 April 2015. If you are not contacted by the selection committee by 30 April 2015 then please assume that on this occasion your application has been unsuccessful.
The University is committed to equality of opportunity.
Heriot-Watt University and ValuesWith a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and professionally relevant, leading-edge research, which has made it one of the top UK universities for business and industry.
We are a vibrant, forward-looking university, well known for the quality of our degrees with employers actively seeking out our graduates. The Sunday Times newspaper awarded us the title of “Scottish University of the Year" for 2011-2012 and for 2012-13.
Heriot-Watt is also Scotland’s international university with an unsurpassed international in-country presence. We deliver degree programmes to circa 29,500 students in 143 countries around the world, have a further overseas campus in Dubai and boast the largest international student cohort in Scotland.
At Heriot-Watt we’ve created an environment that nurtures innovation and leadership - where our researchers, staff and students can realise their potential and develop their ambitions.
We are proud of our collegiate atmosphere and integrated teaching and research approach which has helped to build a community of committed academics and highly motivated students. Our focus on careers delivers results and we’ve an excellent reputation for graduate employability.
In addition to the Malaysia campus, we currently have campuses in Edinburgh, the Scottish Borders, Orkney and Dubai. For all of our campuses we aim to provide stimulating, supportive environments conducive to effective learning and research, where staff and students can excel.
At Heriot-Watt, we have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.
Our values describe our deeply held beliefs and our community spirit. They characterise not only how we are as a higher education institution but also frame how we want to be.
Our values are:
o Valuing and respecting everyone
o Pursuing excellence
o Pride and belonging
o Shaping the future
o Outward looking
As learning, living and working institution, we use our values as the building blocks of how we go about doing our work and how we each conduct ourselves as members of Heriot-Watt University. They represent what binds us together as a University community and help us to become the best at what we do.
For full details on our University please view our website, www.hw.ac.uk/malaysia
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