Executive / Senior Executive, Wellbeing

Job Description

The Student Life division consists of Student Service Centre and Student Records, Wellbeing and Student Development, Career and Graduate Futures, Global Student Support, and Scholarship and Financial Aid. The division provides and coordinates a wide range of specialised services for students during their time at the University.  It is also responsible as the first point of contact for visitors at the University main reception.

The Senior Administrative Executive, Wellbeing is responsible for supporting daily operations of the Heriot-Watt University Malaysia Student Association (HWUMSA), affiliated clubs and societies, and Global Student Representative Bodies (GSRB), and collaborating with teams from other departments. It aims to promote an overall, wholesome University experience and pastoral care for all students.

The incumbent is required to work with students, in general, as well as staff from other departments and schools to ensure consistency in practice and level of services, and also in compliance with the local authority guidelines.  He/ She will also be working closely with colleagues from Edinburgh and Dubai campus on driving globally aligned initiatives/ agenda besides coordinating events and activities that have been discussed and agreed between the Union, Association and Council.

Key Duties and Responsibilities

1. Monitor and ensure HWUMSA and its affiliated clubs or societies meet all requirements to maintain their constitution, including attending professional development workshops and training, and maintaining the organisation’s webpages.
2. Develop and maintain good rapport with members of HWUMSA, including its divisions; provide administrative support and advice on day-to-day matters, ensure compliance with all Constitution and budget of HWUMSA as well as the University policies and procedures, and ensuring that the activities of the club or societies constitute no legal liability to the University.
3. Facilitate HWUMSA to drive globally aligned initiatives. Monitor the initiatives progress, coordinate and communicate with colleagues from the other campuses to ensure initiatives is successfully organised. 
4. Oversee and assist students in accessing resources and navigating the University policies and procedures. 
5. Advise students on events/ activities management.  Check and approve student event applications to ensure the required information are complete before further processing – this should include checking of publicity materials, if any, against the University policies and its contents are accurate. 
6. Check post-event reports and claims submitted by students, follow up with students on pending reports and/or documents; maintain accurate and up-to-date records of student events/activities inclusive of approvals, registrations, post activity reports and financial statements.  Maintain good record-keeping and financial data, provide long term continuity of these records and data.
7. Suggest and encourage new ideas, assisting with the assessment and improvement of club/society meetings and programming, facilitate student participation, and undertake the preparation and analysis of data relevant to activities involving students; generate accurate and timely reports as needed. 
8. Maintain open lines of communication with HWUMSA, club officers, members, and other staff members, discussing and sensitising students to issues of cultural diversity and equity and work closely with Procurement and Finance department to ensure student events/activities adhere to the University policies. 
9. Provide professional front-line services to visitors and students; respond to or escalate requests and emerging issues in a timely and constructive manner. 
10. Develop and manage programmes involving HWU scholarship recipients; facilitate participations and monitor hours completed by students against the required hours by each programme.
11. Support the planning, development and implementation of university programmes/activities such as welcome weeks, induction activities and other student/staff initiatives. 
12. Assist with the administrative support and other general secretarial/clerk support when required. 

All HWUM staff endeavours will embody our shared values of: Inspire, Collaborate, Belong, and Celebrate.

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. 

Person Specification 

Education & Qualifications

Essential:

• Diploma or equivalent

Desirable:

• Degree

Experience

Essential:

• Experience in education industry or/and client services and administrative support

Desirable:

• Experience working in higher education client services and youth development

Competencies, Skills & Knowledge

Essential:

• Excellent English communication skills
• Strong administrative skills and attention to detail
• Excellent interpersonal skills, dealing with a broad range of people
• Customer oriented and team player
• Keyboarding skills and sound working knowledge of Microsoft Office application, including virtual platforms

Desirable:

• Familiar with virtual engagement platforms 
• Able to design simple posters  and familiar with design software 

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. 

Application Process

Applications should be submitted to Careers system.

Applications must be submitted by 10 October 2025. If you are not contacted by the selection committee by 31 October 2025 then please assume that on this occasion your application has been unsuccessful.

The University is committed to equality of opportunity.