Administrative Officer - Admissions and Recruitment

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Administrative Officer – Admissions and Recruitment
School of Pharmacy and Pharmaceutical Sciences

We are looking for an Admissions and Recruitment Administrative Officer to join the Education and Students team in the School of Pharmacy and Pharmaceutical Sciences.

In this role, you will:

• Provide detailed advice and guidance on recruitment and admissions processes and procedures to applicants and staff.
• Gather and analyse relevant data so that informed admissions decisions can be made, establishing basic trends and patterns, and providing reports and recommendations for School management.
• Establish productive relationships with internal and external stakeholders to help improve the level of service the team provides to our applicants.
• Work as part of our busy and energetic team to make recommendations to improve our ways of working.

We’d like to hear from you if you:

• Have the ability to communicate in writing clearly, concisely, and effectively to provide detailed advice and guidance on Admissions and Recruitment.
• Can evidence of a good standard of numeracy and IT literacy.
• Have experience of working in an administrative role or environment and have the ability to set up standard office systems and procedures, making improvements to these as appropriate.
• Have the ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding. 

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 Stacy Gibbs ([email protected] ) for an informal, confidential discussion about the role.

This post is open-ended, and part-time (28 hours per week). 

Salary: £26,444 - £29,605 per annum, pro-rata for hours worked (Grade 4)
Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances.

Date Advertised: 21 March 2024

Closing date: 4 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.  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.

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

Providing comprehensive and professional support to the School of Pharmacy and Pharmaceutical Sciences, providing support and guidance on Admissions and Recruitment.

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 recruitment and admissions 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.
• 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 relevant data so that informed decisions can be made, establishing basic trends and patterns in the data and providing reports and recommendations for management.
• Instruct and guide colleagues across the University within recruitment and admissions as required.

Specific Duties

• To respond promptly and accurately to requests for information and assistance from admissions tutors and support staff based in academic schools and from applicants.
• To act as a point of knowledge and guidance in relation to qualifications and eligibility for admissions to the University and to use that knowledge to verify supporting information provided by applicants in accordance with the University and external regulations.
• To ensure the accurate recording of (including all administrative support) and provision of guidance for applicants/internal customers in relation standard checks and admissions requirements for example (but not exclusive to) supporting Disclosure Barring Service (DBS) checks and fee status queries/checks.
• To provide support and guidance for admissions projects and annual process/system up-dates.
• To work flexibly to meet workload demands including working within different areas of admissions (and on occasion within other services/departments) to provide wider support and guidance.
• To provide support at University open days, information giving and promotional events, where the admissions team is represented (such as handling enquiries on an admissions stand or operating a telephone helpline) and ensuring provision of appropriate guidance and information
• Support the enrolment of our students working closely with and engaging with the Taught Programmes 
• Liaise with colleagues, University central administrative divisions, students, and other external organisations to facilitate knowledge transfer and the sharing of good practice as required.
• Support the work of the Education and Students team, to contribute to team meetings, develop good practice within the team and assist colleagues in their work.
• Take a proactive approach to supporting our programmes, applicants, students and staff and all activities for which the Education and Students Team are responsible.
• Produce documentation, plan and organising meetings, take minutes and ensure any travel arrangements are made

  **Carried on in Additional Information**

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 Admissions and Recruitment, 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 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-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

Ability to communicate in writing clearly, concisely, and effectively to provide detailed advice and guidance on Admissions and Recruitment.

Evidence of a good standard of numeracy and IT literacy.

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.

Specialist knowledge of Admissions and Recruitment

Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding. 

Ability to advise and influence key stakeholders in your area of work.

Ability to explore customers’ needs and adapt the service you provide accordingly to ensure a quality service is delivered.

Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions.

Ability to work unsupervised to deadlines, planning, setting and monitoring your priorities and those of the team.

Desirable Criteria

Experience of working in a similar role or environment, e.g. Higher Education.

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

Additional Information

**Carried on from Job Description**

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.

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