Administration Manager, WISERD

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Administration Manager, WISERD
Cardiff School of Social Sciences

The Wales Institute of Social and Economic Research, Data and Methods (WISERD) is a collaborative venture between the Universities of Aberystwyth, Bangor, Cardiff, South Wales and Swansea. We also work with other universities across the UK and have strong international links.

Our research spans the fields of sociology, geography, political science and economics. WISERD currently hosts the UK-wide WISERD Civil Society Civic Stratification and Civil Repair Research Centre, a major investment by the Economic and Social Research Council (ESRC), and the Administrative Data Research Centre Wales (ADRC-W) at Cardiff University, which is led by Swansea University.

This is an exciting opportunity to be a key part of the WISERD Hub team, based in the Cardiff University School of Social Sciences, supporting WISERD as a national, interdisciplinary, social science research institute working on externally funded research across university partners.

The WISERD Administration Manager will coordinate and deliver administrative management for the Institute from the Cardiff based Hub, which will include coordination of research bids, responsibility for institute governance, managing large and complex research budgets, and managing the research support team. 

This is a full time post, 35 hours a week. This role is fixed term, is available until 30th September 2024 and would be highly suitable as a secondment opportunity.

Salary: £39,347 - £44,263 per annum (Grade 6), with 4  annual increments up to £44,263 per annum (final salary at top of grade).

Responsible to the School Manager, Louise Jones.

For an informal discussion about the role please contact Louise on [email protected]

Cardiff University offers many excellent benefits, including  45 days  annual leave (including bank holidays), blended working (meaning you will be able to work from home for some of your time), a cycle to work scheme and other travel initiatives, annual increments up the pay scale, and more. It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.

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.

Date advert posted: Wednesday, 14 February 2024

Closing date: Wednesday, 13 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

Key Duties

• To be responsible for the day-to-day operational management and leadership of the Institute’s hub administration, to include HR, governance, finance, research support and general office management. Leading the Administration team and working with the Engagement Manager to ensure appropriate allocation of resources and duties across the Hub team.
• To assimilate detailed analysis of performance monitoring information (e.g. ResearchFish and Project KPIs) and provide regular management information.
• Oversee and coordinate the operational aspects of WISERD’s governance/committee structure, providing support for Executive Committee meetings and preparing progress and annual reports for the Steering Group and Advisory Group. Act as secretary to the WISERD Steering Committee, Executive Team and Advisory Board and organiser of All WISERD Staff meetings.
• To lead on the liaison across all WISERD HEI’s and other partner Universities with regards to administrative support and guidance for WISERD research, ensuring that a professional support service is provided to all WISERD partners.
• To maintain close working relationships with key professional services teams (finance, communications, HR, IT, Research Development, estates) to ensure smooth implementation of policies and strategies. Collaborating with others in order to develop administrative and operational processes and procedures used within WISERD.
• To manage the financial aspects of WISERD, preparing budgets, producing reports, maintaining appropriate controls and records and considering projected spending for research projects, liaising with budget holders and finance teams as appropriate.
• To coordinate the administrative aspects of WISERD research bids, including multi-institutional and international bids during the application stage by preparing and drafting documentation for grant applications, liaising with funding bodies and associated internal offices, liaising with academics and the School Manager as appropriate.
• To plan and prepare WISERD for visitors in Cardiff and be responsible for matters relating to occupancy within SPARK.
• To develop links and networks across the University including representation at the Research Administrators Forum (RAF) and AHSS College Professional Research Network.
• To work alongside WISERD academic staff to provide advice and support around research activities and in particular with regards to procurement and finance, ensuring that they are in line with the Universities’ Financial regulations and funder guidelines.
• To line manage WISERD’s professional services research administration staff, being responsible for performance and development. To be responsible for induction and development across the WISERD Hub team, and to support the same for academic staff, including recruitment activities, support and guidance in welfare issues, escalating as necessary to specialist support areas.
• To have oversight of the Building and HSE requirements.   You will be responsible for ensuring that University policy and procedures and legal duties are applied within your area and that appropriate risk assessments are undertaken, necessary actions are implemented and staff within your area are fully conversant and trained in respect of their Health and Safety obligations.
• To undertake the training of others in areas relating to WISERD’s operational and administrative work.

General Duties

• To undergo personal and professional development that is appropriate to and which will enhance performance.
• To ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• To abide by University policies on Health and Safety, Equality and Diversity and data protection.
• To perform other duties occasionally which are not included above, but which will be consistent with the role.

Person Specification

Essential Criteria

Degree/NVQ 6 or equivalent professional experience - including experience of project management or a project management qualification.

Substantial experience of the administrative and operational management of a centre/ department including experience of line management and dealing with performance and welfare issues.

Knowledge of appropriate administrative systems and processes and the ability to set up and develop successful office systems and procedures.

Substantial experience of complex budgeting.

Ability to communicate with confidence, tact and diplomacy, effectively and professionally with a wide range of people at all levels of seniority, both internally and from external organisations.

Evidence of ability to proactively explore customers' needs and adapt accordingly to ensure a quality service is delivered.

Proven ability to develop networks to contribute to long term developments

Experience of working flexibly and proactively in a complex organisational environment, as part of a team, successfully balancing multiple objectives and priorities.

Proven experience in dealing with diverse and challenging problems, including researching issues and creating new solutions where no prior precedent exists.

Evidence of ability to plan the work of a centre/department over year plus time scales, reacting to changes in workload and strategic direction.

Desirable Criteria

• Fluency in Welsh, written and oral.
• Experience of working successfully on a multi-organisational team or project with a number of external partners
• Experience of working within the social sciences and/or an interdisciplinary environment.
• Experience of the administrative and financial management of large research projects with external funders, including the co-ordination of grant funding applications, within an academic environment.

IMPORTANT: Evidencing Criteria

 It is Cardiff University's policy to use the person specification as a key tool for shortlisting. Therefore, candidates must evidence they meet ALL the essential criteria and, where relevant, the desirable.

As part of the application process, you are asked to provide this evidence via a supporting statement. Please ensure that the evidence you are providing corresponds with the numbered criteria outlined in the person specification. Your application will be considered based on the information you provide for each criterion.

 When attaching the supporting statement to your application profile, please ensure you name it with the vacancy reference number: 18197BR.

Your application will be at risk of not being progressed if you do not evidence you have met all essential criteria. The school welcomes the submission of CVs to accompany evidence of the job-based criteria.

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).

Additional Information

The Wales Institute of Social and Economic Research and Data (WISERD)
The Wales Institute of Social and Economic Research and Data (WISERD) is a national, interdisciplinary, social science research institute. We have been designated by the Welsh Government as a national research centre. Using innovative approaches, our research spans the fields of economics, sociology, geography and political science.

We are a collaborative venture between the universities of Aberystwyth, Bangor, Cardiff, South Wales and Swansea – working together to improve the quality and quantity of social science research in Wales and beyond. Our research effects change by influencing the development of policy and practice across a range of sectors.

WISERD hosts the UK-wide WISERD Civil Society Research Centre, a major investment by the Economic and Social Research Council (ESRC) and the Administrative Data Research Centre Wales (ADRC-W) at Cardiff University, part of a project led by Swansea University. Other funded projects include the ESRC Skills and Employment Survey, WISERD Multi Cohort Study, Horizon RuralSpatialJustice, Rural Wales Local Policy and Innovation Partnership (LPIP) and Community Open Map Platform (COMP).

Cardiff University School of Social Sciences
The School of Social Sciences is an internationally recognised centre of excellence in research and teaching across a range of subject areas, including Social Policy, Sociology, Criminology, Education, Social Psychology, and Social Work.

We deliver a substantial programme of research, both fundamental and strategic, funded by ESRC, AHRC, MRC, charitable foundations, the European Union, Central Government departments and agencies and voluntary associations.  In the 2021 UK Research Excellence Framework the School was returned to two sub panels, Sociology and Education. We were placed in the top ten in each sub panel by grade point average, joint first for impact in Education and fourth overall for research power in Sociology.

The School has a large student population, with almost 1000 undergraduates, and 300 postgraduates.  We have ESRC recognition for doctoral training in the fields of Criminology, Social Policy, Sociology, Education, and Science, Technology and Innovation and have secured a large number of ESRC collaborative doctoral awards. Our taught and postgraduate research programmes welcome students from around the world.

The School hosts a number of research centres and institutes, including the University’s  Police Studies Institute (UPSI), now part of the University’s Crime & Security Research Institute; the Wales Institute for Economic Research & Data (WISERD); the Children's Social Care Research and Development Centre (CASCADE); the Centre for Development, Evaluation, Complexity and Implementation in Public Health Improvement (DECIPHer); the Cardiff Unit for Research and Evaluation in Medical and Dental Education (CUREMeDE); and the Seafarers’ International Research Centre (SIRC). Many of the School’s research centres are housed in the University’s Social Science Research Park (SPARK) – a world first, and part of the University’s wider Innovation Campus.

The School of Social Sciences holds an Athena SWAN Bronze Award that recognises good employment practice and a commitment to develop the careers of women working in academia. Cardiff University is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. We actively encourage women to apply. We will also always consider proposals for flexible working or job share opportunities.

Job Category

Management & Executive