Secretary

Job Type

Student

Key Duties and Responsibilities

The purpose of this position is to provide an opportunity for the newly elected Secretary of the Heriot-Watt University Malaysia Student Association (HWUMSA) to enhance student experience and to focus on student engagement, identity and belonging. In addition, this position requires a good understanding of Heriot-Watt University Malaysia (HWUM) organisational structure and departmental roles, including the day-to-day operations that support the student community and to accomplish specific tasks, as outlined in the key duties and responsibilities below. 


The Student Life (SL) is an integral part of Heriot-Watt University Malaysia (HWUM). This office is responsible for providing practical advice and professional services to a wide range of customers, which include students, parents, sponsors and staff, on all kinds of student matters including settling into university life, financial aid, accommodation, disability, counselling and wellbeing, careers advice and international student support, managing Heriot- Watt University Malaysia student association as well as managing the University main reception.

Requirements

Nominees running for the student position must satisfy the following:

  • Studied in Heriot-Watt University Malaysia for at least one semester; and

  • Studying in HWUM for the academic year 2022/2023.

Job Description

The role of Secretary exists to represent the views and needs of all students studying at HWUM and developing the student experience. The Secretary remit is to be the guardian of the legal documentation and process of meetings.


The Secretary shall be responsible for:

  • Deputising, with the consent of the President;

  • Taking care of the general administration of HWUMSA and to undertake tasks from the President and Vice-Presidents;

  • Working alongside the University and its composing student led bodies wherever possible to ensure that the Partnership Agreement is fully developed, supported and executed by both student body and University;

  • Supporting and co-chairing the Administration Group; coordinating its work and connecting to University discussions;

  • Serving as the chief administrator in matters of student council officer recruitment, appointment, and removal;

  • Preparing the agenda for HWUMSA meetings in consultation with the President;

  • Arranging venue, date and time for HWUMSA meetings and sending adequate notice of the meetings;

  • Taking the minutes of meetings and write up the minutes as soon as the meeting is over;

  • Taking the lead on all internal council systems, procedures and documentations, including development, review and discontinuation processes if required;

  • Distributing the minutes of meetings to the office bearers upon approval from the President;

  • Collecting and collating reports from office bearers on monthly basis;

  • Keeping formal records of the HWUMSA constitutions, by-laws, processes, and decisions.

  • Actively participating in University bodies and committees as required;

  • Such other matters as appropriate or agreed by HWUMSA from time to time.