VLE and e-portfolio Project Support Officer

Edinburgh, United Kingdom
12 Jul 2019
End of advertisement period
18 Aug 2019
Contract Type
Fixed Term
Full Time

Closing date 18 Aug 2019 23:00 (UK time)
Salary £22,017–£25,482 (Grade 5)
Location Edinburgh
Department Information Services
Category Professional & Managerial
Status Full Time
Duration 24 months fixed-term

About Heriot-Watt University

Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders and Orkney), one in Dubai and one in Malaysia. The University offers a highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business and languages.

With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and practical, leading-edge research, which has made it one of the top UK universities for business and industry. We connect with industry at every level and develop programmes to match their needs – so employers get work-ready industry-fit graduates.

Heriot-Watt is also Scotland's most international university, boasting the largest international student cohort.

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.

For full details on our University please view our Careers at Heriot-Watt http://www.hw.ac.uk/about/careers-at-heriot-watt.htm

About our Team        

This is a two year project will replace the institutional VLE with Canvas as well as procuring and implementing an e-portfolio system in order to enable a step change in our use of learning technology from September 2020.

Detailed Description

This is an excellent opportunity to join the VLE and e-portfolio project at its inception and help Heriot-Watt University to transform learning technology and the design and delivery of learning materials to improve the student and staff experience.

Reporting to the new VLE and e-portfolio project manager, the role of the programme support officer will provide administration and project management support for VLE and e-portfolio and its multiple associated activities. This is a two year contract.

Key duties and responsibilities

Key Duties

  • Assist with the preparation, drafting and collation of project reports, carry out necessary proofreading and ensure that reports are prepared and presented to the university standard and format and are issued timeously.
  • Arrange meetings (project boards, project workshops, meetings with vendors etc) with requisite venue and facilities, co-ordinating multiple diaries and locations where appropriate
  • Attend project and other relevant meetings to record minutes, develop and manage action trackers.
  • Liaise and communicate effectively with university clients, stakeholders, other project team secretarial support and other members of staff involved with the project.
  • Assist the VLE and e-portfolio project manager to manage project team resources by providing regular reports and schedules of activities.
  • Assist in the management of project management systems and processes
  • Liaise with finance, governance and procurement colleagues and ensure documentation is administered in accordance with statutory requirements and university processes.
  • Ensure the project's expenditure is processed and monitored
  • Other administration duties as may be necessary commensurate with the grade of the post, such as making travel arrangements for project team members.


  • Demonstrate a clear understanding of business process review and project management processes and procedures.
  • Assist in the drafting of and coordinate issue of high quality documentation and reports to meet deadlines.
  • Engage professionally and personally with clients, stakeholders, external consultants and other members of staff involved in relevant projects.
  • Recording and arranging for accurate minutes from meetings to be prepared and circulated.
  • Ensuring regular and informative communication with stakeholders.

Teamwork & Motivation

  • Contribute to the work of the team existing project team secretarial support, helping to prioritise and coordinate work to meet specific deadlines.
  • Assist with identifying administrative priorities/timelines and ensure they are understood by team members existing project team secretarial support and follow through to closure.
  • Demonstrate initiative in identifying opportunities for service improvement.

Liaison and Networking

  • Engage directly with university senior management and coordinate communications and meeting requirements.
  • Attend relevant knowledge exchange events and communicate outcomes back to project teams.
  • Assist the projects team in further developing the systems, procedures and operational methodology of the project management and administration processes to ensure efficient delivery of projects.

Service Delivery

  • Engage directly with university senior management and coordinate communications and meeting requirements.
  • Identify, recommend and, if approved by the project manager, initiate process changes to services and systems to meet the needs of staff, students and customers.
  • Identify client and stakeholder feedback, coordinate and advise team members with recommendations for change implementation.
  • Engage with relevant professional development opportunities.

Decision Making

  • Demonstrate initiative in identifying opportunities for service improvement.
  • Work with team members to implement agreed change processes.
  • Accept ownership of high level administrative tasks and follow through to closure.

Planning and Organising Resources

  • Organise and manage team meetings, manage tracking of issues and events and generally follow through with owners to facilitate efficient closure.
  • Proactively work with team to prioritise work in order to achieve deadlines, improved efficiency, effectiveness and team objectives.

Initiative and Problem Solving

  • Demonstrate initiative in identifying opportunities for service improvement, resource efficiency and effectiveness.
  • Implement agreed measures as directed
  • Take enquiries from clients and stakeholders, identify any issues and, if approved by the project manager, implement solution measures

Analysis and Research

  • Investigate programme/project expenditure against budget to identify trends and discrepancies.
  • Analyse programme/project administration processes and identify and implement opportunities for improvement.

Work Environment

  • The role holder is required to work in an environment which is relatively stable, and which has little impact on performance or the role holder or the way in which work is completed.

Team Development

  • Develop and organise team building strategies to include external parties (workshops with clients and stakeholders) in collaboration with the project manager.

Teaching and Learning Support

  • Support project team members in their role to either provide advice, training or information.

Education, qualifications and experience 

Knowledge and Experience

  • Demonstrate significant experience in project support specifically project management, business process review, and systems implementation.
  • Able to apply a working knowledge of project management administration practice, sharing this knowledge with others as appropriate.
  • Be fully competent in the following Microsoft Office programs: Word, Excel, PowerPoint, Outlook, Project.
  • Be competent in the update and maintenance of Microsoft SharePoint sites.
  • Be aware of systems applicable to role which are or may become available, research, analyse and inform team.

Formal Qualifications

The post holder should possess relevant minimum administration/management qualifications or equivalent experience and be able to demonstrate a high level of interpersonal, numeracy, written and computer literacy skills; and show an on-going commitment to continuing professional development.

In addition, experience and knowledge of computerised project management systems and full Microsoft Office skills would be beneficial.  However, a basic interest in developing and working with computerised systems is required as is a working knowledge of standard office applications.


  • The successful applicant will require to be self-motivated, a team player able to work to a high standard under their own initiative.
  • Be capable of contributing to and assisting in the work of a multi-disciplined team.
  • Be adept at problem solving and possess a pleasant personality and disposition.

The post involves contact with a diverse range of personnel at all levels both within and out with the University and therefore the successful applicant will require to possess excellent communication skills.

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.  Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.

How To Apply

Applications can be submitted up to midnight (UK time) on 18th August 2019.

At Heriot-Watt University we understand that being diverse makes us better which is why we support a culture of respect and equal opportunity, and value diversity at the heart of what we do. We want to increase the diversity of our workplace to underpin a dynamic and creative environment.

This role does not meet the minimum requirements set by UKVI to enable sponsorship of non-European nationals. Therefore we cannot progress applications from candidates who require sponsorship to work in the UK. For further information on this please visit the UK Visas and Immigration website: https://www.gov.uk/browse/visas-immigration/work-visas

We welcome and will consider flexible working patterns e.g. part-time working and job share options.

Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.