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. As the Student Union Assistant at SBC, you’ll be the go -to person for bringing our campus to life with vibrant events and activities. You’ll work closely with our Student Engagement Team and Full-Time Officers and to make sure students have a blast.

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

• Event Dynamo: Plan and execute a diverse range of activities that make student life both fun and fulfilling.
• Community Connector: Engage with students to gauge their interests and tailor events that meet their needs and preferences.   
• Logistics Whiz: Handle all the behind-the-scenes magic, from booking venues to coordinating with suppliers, ensuring every event runs smoothly.
• 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

• Collaborate Creatively: Work alongside the Student Engagement and Marketing teams to craft events that capture the spirit of our community.
• Budget Boss: Keep an eye on finances to ensure events are both spectacular and cost-effective.
• Promotion Pro: Liaise with the Marketing Coordinator to shout about our events far and wide.
• 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

• Organisational Ace: You have a sharp eye for detail and a natural talent for keeping things running smoothly, even when juggling multiple priorities.
• People Person: Warm, approachable, and genuinely interested in others, you thrive on building positive relationships and connecting with new faces.
• Adaptable Go-Getter: You flourish in a fast-paced environment, embracing change and tackling whatever the day brings with confidence and flexibility.
• Confident Communicator: Whether crafting a clear email, contributing to a newsletter, or engaging with students, you express yourself with ease and impact.

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 for Gala’s student community, including managing communication channels (e.g., WhatsApp groups and email updates), supporting student volunteers and community champions, and acting as a liaison between Gala staff and the wider Student Engagement team in Edinburgh.

• 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, and welcome week activity – helping with scheduling, logistics, promotion, and on-the-day support.
• Draft clear, engaging and student-friendly communications, from event postings on Native to announcements on WhatsApp.
• 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 Codling, 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!