Administrative and Committee Support Officer (AoME/EBMA)

17721BR

School of Medicine

Administrative Support

Advert

Administrative and Committee Support Officer (Academy of Medical Educators / European Board of Medical Assessors)
Centre for Medical Education
School of Medicine
College of Biomedical and Life Sciences 
An exciting opportunity has arisen to join the Centre for Medical Education, providing professional administrative support within our busy Academy of Medical Educators (AoME) and European Board of Medical Assessors (EBMA) team.
You will provide comprehensive and professional support to the Academy of Medical Educators (AoME) and European Board of Medical Assessors (EBMA) hosted within the Centre for Medical Education, School of Medicine, helping to facilitate the work of the organisations’ various committees and working groups and providing administrative support to the AoME/EBMA team.

The post is based at the Heath Park site.

The majority of roles at Cardiff University are currently operating under “blended working” arrangements, with staff having the flexibility to work partly from home and partly from the University campus depending on specific business requirements. Discussions around these arrangements can take place after the successful candidate has been appointed.

Cardiff University offers many excellent benefits, including 40 days annual leave (incl bank holidays), local pension scheme, a cycle to work scheme and other travel initiatives, annual increments within 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.

This post is part time (28 hours per week, work pattern to be agreed), available immediately and fixed term until
31 July 2024.
For an informal discussion about the role please contact Tony Carlisle, Executive Director at [email protected]
Salary: £26,444 - £29,605 per annum, pro rata (Grade 4).  Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances. 

Date advert posted: Friday, 9 February 2024

Closing date: Friday, 23 February 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

JOB PURPOSE

Providing comprehensive and professional support to the Academy of Medical Educators (AoME) and European Board of Medical Assessors (EBMA) hosted within the Centre for Medical Education, School of Medicine, helping to facilitate the work of the organisations’ various committees and working groups and providing administrative support to the AoME/EBMA team as a whole.

This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you can also choose to spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.

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.

DUTIES AND RESPONSIBILITIES

Key Duties
•    Provide detailed advice and guidance on committee support processes and procedures to internal and external customers (staff, students or members of the public), using judgement and creativity to suggest the most appropriate course of action, and contributing to the solving of more complex issues.
•    Provide administrative support to the membership application and assessment functions of the organisations, ensuring applications are logged and checked and responding to requests for certificates. Providing basic information on membership processes and ensuring more complex queries are appropriately routed
•    Support chairs of committees and working groups by sending polls, setting up meetings, collating papers and taking minutes of meetings
•    Work with others to make recommendations to improve our ways of working.
•    Establish productive relationships with key individuals (University colleagues and external contacts) to help improve the level of service the team provides to its customers.
•    Perform a variety of administrative duties to support the team and department achieve its objectives.
•    Gather and analyse data (e.g. EDI data and event attendance) so that informed decisions can be made, establishing basic trends and patterns in the data, and providing reports and recommendations for management.
•    Monitor subscription and event registration payments, issuing reminders and updating records

Specific Duties
•    Undertake a variety of duties to support AoME and EBMA’s annual calendar of training and conference events. Provide administrative support to these events and wider projects, where required.
•    Support the marketing activities of both organisations to actively promote membership and registration and attendance at their training and events.

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 with particular interest in membership, conference, and committee support, showing your transferable skills and aptitude 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 criterion 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-BR NUMBER-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 

1.    Ability to communicate in writing clearly, concisely, and effectively to provide detailed advice on organisational processes.
2.    Evidence of a good standard of numeracy and IT literacy.
3.    Experience of working in an administrative role or environment and ability to set up standard office systems and procedures, making improvements to these as appropriate.
4.    Specialist knowledge of membership organisations, supporting membership processes and resources for members including events.
5.    Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
6.    Ability to advise and influence key stakeholders in your area of work.
7.    Ability to explore customers’ needs and adapt the service you provide accordingly to ensure a quality service is delivered.
8.    Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions.
9.    Ability to work unsupervised to deadlines, planning, setting, and monitoring your priorities and those of the team.

Desirable Criteria 

1.    Experience of working in a similar role or environment, e.g. Higher Education.
2.    Ability to speak/understand Welsh or a willingness to learn.

Additional Information

The Academy of Medical Educators (AoME) is the multiprofessional organisation for all those involved in medical education – the education and training of students and practitioners in medicine, dentistry, and veterinary science. Established in 2006 and gaining charitable status in 2009, AoME exists to provide leadership, promote standards, and support all those involved in the academic discipline and practice of medical education.

The European Board of Medical Assessors (EBMA) consists of a group of European professionals who have expertise in assessment and/or have leadership roles in universities, or other bodies concerned with medical education and training. We have come together to promote best assessment practice in medical education in Europe.

IMPORTANT- Evidencing Criteria

It is the School of Medicine'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 when submitting this document / attaching it to your application profile you name it with the vacancy reference number, in this instance for this post, 17721BR.

If candidates do not provide written evidence of meeting all of the essential criteria then their application will not be progressed. The School of Medicine welcome the submission of CVs to accompany evidence of the job-based criteria.

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.

Job Category

Admin / Clerical, Health, Medical & Dental