Administration Assistant (part time: 17.5 hrs a week)

Advert

Administration Assistant (Part-Time)

The Learning & Teaching Academy is looking for a part-time administrator to join the team to support their suite of CPD programmes for learning and teaching staff at Cardiff: the Cardiff University Education Fellowship Programmes.    

This Fellowship programmes provide a set of accredited programmes for staff and PhD students to develop their learning and teaching, aligning to the UK Professional Standards Framework. This post will be an integral resource to support the day to day running of the programme.    

The post holder will support a small team of administrators for the programmes to be the first line of support to staff for the programmes. The role is varied and the post holder will get involved in a range of things such as: dealing with email enquiries from participants, organising room bookings, ordering catering, enrolling participants on the relevant systems and diarising workshops.    

The post holder will need excellent organisational and communication skills as well as the ability to prioritise their workload and work under pressure, and to use sensitivity and professionalism when communicating with varied stakeholders. We are looking for a creative, flexible, enthusiastic, and responsible person, with the ability to work both as an effective team member and independently.    

This is a part time post (17.5 hours per week (0.5FTE), fixed-term for 3 years.

Working hours to be split over a minimum of 4 days, but must include 10.00-14.00 on Tuesdays, Wednesdays and Thursdays (4th day can be a Monday and/or Friday) 

Salary: £23,700 - £24,533 per annum, pro rata (Grade 3). Appointments will usually be at the bottom of the grade.

As the biggest university in Wales – and a major employer, with more than 7,000 staff – we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression. 

Important note:  

It is the University’s policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL of the essential criteria as well as, where relevant, the desirable. As part of the application process you will be asked to provide this evidence via a supporting statement.  Please ensure that the evidence you are providing corresponds with the numbered criteria outlined above. Your application will be considered based on the information you provide under each element.     

When attaching the supporting statement to your application profile, please ensure that you name it with the vacancy reference number, e.g. Supporting Statement for 18186BR.

Date advert posted: Thursday, 15 February 2024

Closing date: Thursday, 7 March 2024

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.  We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Job Description

DUTIES AND RESPONSIBILITIES 

Key Duties 

• Deal with a range of enquires from internal (staff & postgraduate students) customers in a professional manner, establishing their needs and adapting the standard responses accordingly. 

• Coordinate the weekly online drop-in sessions (meetings), to enable programme participants to meet with the Fellowships team.

• Set up the programmes on the HR system and enrol participants onto the cohorts. 

• Send diary invitations, and track responses to participants to ensure all workshops are properly diaries and tracked. 

• Book classrooms and catering for workshops.

• Work with others to make recommendations for the development and improvement of current University processes and procedures. 

• Create good working relationships with key contacts to help improve service levels. 

• Undertake a variety of administrative duties to support the team and department. 

• Gather and review data to update administrative systems such as databases and spreadsheets, making sure the information is accurate, and highlighting to your line manager basic trends and patterns. 

• Actively contribute to the success of the team and support the supervision and management of it. 

General Duties 

• Abide by all University policies and undergo appropriate personal and professional development. 

• Perform other duties which are not included above, but which will be consistent with the role. 

• Uphold the Professional Services Values & Behaviours or local equivalent. 

Person Specification

We want to employ people with a wide variety of experiences. We welcome applications from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We are particularly seeking applications from candidates who come from backgrounds that are underrepresented at the University, including people from Black, Asian and Minority Ethnic communities. 

We are looking for a team player who will work with colleagues to provide a great service to staff and students. You don’t need to have worked for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University. 

This role may be an opportunity for you to build on your experience from working in a previous administrative role or environment, showing your transferable skills and potential to be successful in the role. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team. 

Your application will be assessed against the following essential and desirable criteria for the role. Please copy and paste this section into a new document and give clear examples of how you can evidence meeting each criteria by writing under each one. You can draw on elements from any aspect of your life (e.g. work, home, education/qualifications or community life) as long as you focus on their relevance to the role. 

Please save your supporting statement in a separate document with the title [YOURNAME - 18186BR - JOB TITLE] and attach it to your application in the recruitment system, available here . 

Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test).

Essential Criteria 

Ability to carry out a variety of administrative tasks, including writing clearly and concisely. 

Experience of working in an administrative or office setting. 

Experience of using common office IT packages (e.g. MS Office, e-mail etc.). 

Ability to set up and maintain standard administrative systems and procedures, including using University systems to collate and record data online and in hard copy. (Training will be provided where required). 

Ability to communicate with a wide range of people effectively and courteously whilst maintaining professional standards, adapting your language and style of communication depending on who you are communicating with. 

Ability to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and postgraduate students) as appropriate.  

Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary. 

Ability to plan and organise your own workload within agreed timelines as set by your Line Manager. 

Ability to use your initiative to solve problems and respond to queries, finding and proposing the best solution. 

Desirable Criteria

Experience of working in a Higher Education environment. 

Ability to speak/understand Welsh or a willingness to learn. 

Additional Information

HOW WE WILL SUPPORT YOU IN PERFORMING THIS ROLE  

We want to support and develop you in the role, using a combination of the following to help you reach your full potential. 

Regular one-to-one meetings with your team leader. 

An experienced and supportive team around you. 

Support to undertake job-relevant training and development, as identified by your Line Manager. This could be informal or could be an apprenticeship leading to a formal qualification, such as Business administration NVQ. 

A staff mentoring scheme. 

Support to learn Welsh or to update language skills. 

Job Category

Admin / Clerical