Administrative Officer

Advert

Administrative Officer
Division of Infection and Immunity
School of Medicine
Cardiff University

We are seeking an experienced Administrator to provide comprehensive professional administrative support to the project called AZTEC-FU or ‘Long term follow-up of Azithromycin Therapy for Chronic Lung Disease of Prematurity’ in the Department of Child Health. The Senior Administrator post would suit someone with significant experience of working in an administrative/office environment, proficient in the use of common office software (e.g. MS Office), with the ability to set up standard administrative systems and processes, be able to analyse procedures and advise on improvements, have the ability to explore customer’s needs and adapt the service accordingly, and the ability to solve problems and propose practical solutions. Experience of contacting principal investigators, research participants or patients would be desirable. Experience of working for the NHS, and/or in a clinical research environment would also be desirable as would knowledge of patient confidentiality. 

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.

For informal queries, please contact Sarah Kotecha on [email protected].

This post can be full (35 hours) or part-time (minimum of 21 hours per week), fixed term post available immediately until 31st December 2023.

Salary: £23,715 - £27,929 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 advert posted: Wednesday, 25 January 2023

Closing date: Wednesday, 8 February 2023

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

The Child Health Department at Cardiff University researches the long term respiratory outcomes of premature babies.

Key Duties
•    Provide detailed advice and guidance on administrative processes and procedures to internal and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate, contributing to the resolution of more complex issues
•    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, developing appropriate communication links with the University’s Schools/Directorates and outside bodies as required
•    Undertake a variety of administrative duties to support the team and department
•    Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate
•    Instruct and guide other employees across the University regarding the administration of the grant.
•    Contact key individuals including participants, principal investigators, etc. associated with the AZTEC Follow Up Trial

General Duties
•    Ensure that an understanding of the importance of confidentiality including patient 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
1.    NVQ 3/A-Levels or equivalent

Knowledge, Skills and Experience
2.    Substantial experience of working in an administrative role
3.    Specialist knowledge of Microsoft office
4.    Ability to set up standard office systems and procedures and make improvements as appropriate

Customer Service, Communication and Team Working
5.    Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding
6.    Proven ability to advise and influence key stakeholders,
7.    Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.

Planning, Analysis and Problem solving
8.    Evidence of ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available
9.    Evidence of ability to analyse processes and procedures, and advise on improvements
10.    Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work

Desirable Criteria

1.    Degree or an equivalent qualification or equivalent work related experience
2.    Experience of working in a Higher Education environment
3.    Experience of contacting research principal investigators, participants or patients would be an advantage.
4.    Experience of working for the NHS would also be an advantage as would knowledge of patient confidentiality.
5.    Fluency in Welsh, written and oral

Additional Information

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, 15905BR

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.

Job Category

Admin / Clerical, Medical & Dental