About Us

We’re Heriot-Watt University Student Union, an independent charity buzzing with energy, driven by and for our students. We’re all about doing good, that’s why all surplus funds generated through Liberty’s Café, Geordies Bar and the Student Union Shop are channelled straight back into crucial student support services like our Advice Hub. So, yes, we're a charity, but we also mean business.

Our Commitment to Diversity and Inclusion

At HWSU, diversity isn’t just celebrated; it’s our strength. We thrive by bringing together voices from all walks of life, and we’re excited for you to help us champion this mission. At HWUnion, you’ll find more than just a job - you’ll find a community eager to welcome your talents. Let’s do something great together.

Role Overview

Step into a role that’s far more than just admin – you’ll be an essential part of the Student Engagement Team, helping to keep the wheels turning on everything from society activities to academic representation. You’ll support the team to maintain smooth and efficient systems, making sure students have the information, tools, and opportunities they need to thrive at Heriot-Watt.

You’ll receive training and support to help you succeed in the role – no need to know everything from day one! This role is designed to be flexible to fit around your studies, with working hours that work for you and the Student Engagement Team.

What You’ll Do

• Support Student Activities – Help keep our 60+ societies running smoothly with admin support, answering queries, maintaining systems, and drafting communications like society newsletters.
• Academic Rep Admin – Be the quiet hero behind our academic rep system – making sure databases are accurate, students are informed, and the whole thing runs like clockwork.
• Process & Systems Ninja – Stay on top of day-to-day admin tasks like email responses, data entry, room bookings, and event logistics – keeping everything organised and on track.
• Creative Input – Pitch in with ideas for improving how we communicate with students, support reps, and promote activities.
• Team Support – Assist the Student Engagement Team and elected officers in delivering meetings, events, and campaigns across the academic year.

Key Responsibilities

• Slick Admin Skills – Keep our internal processes polished and precise – your organisational skills are what help the rest of the team shine.
• Society Liaison – Manage incoming queries, maintain up-to-date society records, and support the smooth running of activities and events.
• Rep System Admin – Update academic rep databases, send out comms, and make sure reps know what’s happening, when, and why.
• Comms & Content Support – Help draft emails, newsletters and resources that make life easier for student societies and academic reps.
• On-the-Ground Extra Pair of Hands – Jump in during big moments like Welcome Week and Elections – whether it’s setting up, sorting logistics or just being where the action is. You’ll help make sure everything runs to plan.

Your Superpowers

• Communicative Flair – You’re confident with words, whether replying to a student email or drafting a newsletter article.
• Organisational Expert – You’re the type of person who colour-codes their calendar and still remembers who borrowed the stapler last week.
• Creative Thinker – You spot ways to make systems better, emails clearer, and ideas pop.
• People Person – You’re approachable, friendly, and don’t mind helping someone who’s got no clue what a “rep” is.

VALUES YOU’LL Champion

• Inclusivity: Make sure all our activities and communications are welcoming and make every student feel valued.
• Student Focused: Keep student needs at the heart of everything you do, building a vibrant and supportive community.
• Team Spirit: Collaborate effectively with staff, officers and students, creating a positive and engaging environment.

Activities

PRINCIPAL DUTIES

• Provide administrative and operational support across key Student Engagement services, including our work with student societies, academic reps, and elected officers – helping everything run smoothly behind the scenes.
• Respond to student enquiries (particularly from societies and reps), providing timely, friendly responses and keeping records and systems up to date.
• Maintain and update core databases, including our academic rep and society records - ensuring data is accurate, accessible, and useful for the wider team.
• Assist with the planning and delivery of core Union events, such as elections, training sessions, award ceremonies, and welcome week activity – helping with scheduling, logistics, promotion, and on-the-day support.
• Draft clear, engaging and student-friendly communications, from newsletters and email updates to how-to guides and event briefings - ensuring students get the info they need, when they need it.
• Spot opportunities to improve how we work – whether it’s simplifying a form, refining how we track reps, or suggesting better ways to handle queries.
• Work closely with Full Time Officers and the Student Engagement Team, providing practical support that helps them stay focused on student-facing priorities and big-picture goals.

OTHER DUTIES

You may occasionally be asked to take on other tasks that support the team’s goals – flexibility is appreciated. Any other duties considered appropriate for the role by the Line Manager

These duties are a guide to the work that the post holder will initially be required to undertake. Other duties or a change of duties may be necessary from time to time.

What next?

Click here to view the full job description and person specification.

If you'd like an informal chat about the role, please contact Emily, Student Engagement Coordinator (Communities) on E.Codling@hw.ac.uk.

If this role sounds right up your street, click Apply Now below to fill in our online application form!