Administrative Assistant

Advert

Administrative Assistant

We are looking for a Administrative Assistant to join the Teaching and Recruitment team in the Welsh School of Architecture.

In this role, you will:

Deal with a range of enquires from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly

Produce documentation to monitor and track processes and liaise with colleagues as appropriate

Support the School during external events such as Open Days and Offer holders days, which at times are on weekends or evenings

We’d like to hear from you if you have:

• An ability to communicate effectively and professionally with a wide range of people
• Proficient in using common office IT packages, such as Office 365 specifically Teams, Excel, Word and Outlook, also the internet and Zoom
• An ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices

We can offer you the chance to work in a vibrant organisation, with

great benefits

and opportunities for progression. We are a proud Living Wage supporter.

This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you may 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.

Please contact Kelly Butt ([email protected]) or Iwan Thomas ([email protected] ) for an informal, confidential discussion about the role.

This post is part-time (28 hours per week) and fixed term for a period of 12 months.

Salary: £23,700 - £24,533 per annum, pro-rata for part time staff (Grade 3)

Date advert posted: Thursday, 4 April 2024

Closing Date: Sunday, 21 April 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 who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world.  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.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

Job purpose
Provide an administrative service to the School/Directorate, engaging and completing a range of routine tasks to meet operational and customer service requirements. Providing support and guidance on teaching, admissions and students, ensure the Teaching and Recruitment team is supported and key duties undertaken

Duties and responsibilities

Key Duties

• Deal with a range of enquires from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly
• Work with others to make recommendations for the development and improvement of current University processes and procedures.
• Collaborate with others in order to make recommendations for developments of established processes and procedures
• Establish working relationships with key contacts to help improve service levels
• Undertake a variety of administrative duties to support the team and department
• Gather and analyse data to update administrative systems with accurate information, establishing basic trends and patterns in any data submitted
• Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team

Specific Duties

• Produce documentation to monitor and track processes and liaise with colleagues as appropriate
• To support academic staff in managing student queries
• To support the School during external events such as Open Days and Offer holders days, which at times are on weekends or evenings
• To support outreach activities within in the school
• Work with departments across the University with a range of processes, dealing with enquires professionally and in line with established protocols
• To monitor and maintain records for admissions, student enrolment, engagement, progression and award whilst identifying and resolving problems where they occur and escalating cases when required.
• Take responsibility for the administration of student study/field trips including travel management and follow up on arrangements
• To support the School’s Professional Service Team which includes School Reception cover when required by the Management

  General Duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• Abide by University policies on Health and Safety and Equality and Diversity
• Perform other duties occasionally which are not included above, but which will be consistent with the role

Person Specification

Essential Criteria

Qualifications and Education

NVQ 2/GCSE level A-C or equivalent

Knowledge, Skills and Experience

Significant experience of working in an administrative or office environment

Proficient in using common office IT packages, such as Office 365 specifically Teams, Excel, Word and Outlook, also the internet and Zoom

Ability to set up standard administrative systems and procedures

Customer Service, Communication and Team Working

Ability to communicate effectively and professionally with a wide range of people

Ability to work as an effective team member, providing advice and guidance to other team members where necessary

Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate

Planning, Analysis and Problem Solving

Ability to plan, prioritise and organise own workload within established time scales

Ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices

Other

10. A willingness to undertake further training and development

Desirable Criteria

A-Levels or equivalent

Experience of supervising others

Experience of working in a Higher Education environment

 Fluency in Welsh, written and oral

Job Category

Admin / Clerical