Administrative Officer – Quality Assurance and Enhancement

18313BR

School of Medicine

Administrative Support

Advert

Administrative Officer – Quality Assurance and Enhancement
Centre for Medical Education
School of Medicine
College of Biomedical and Life Sciences

The Quality, Enhancement and Liaison Team is seeking to appoint an enthusiastic Administrative Officer to join the team in supporting Quality Assurance and Enhancement for our Undergraduate/Postgraduate Taught courses.

The successful applicant should have experience of working in an administrative role. You will have the ability to communicate effectively and professionally with internal and external stakeholders, and an attention to detail enabling production of data trend report to enhance the students experience, and the capability to work unsupervised to deadlines.

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 full time (35 hours per week), open ended and available immediately.  

For an informal discussion about the role please contact Ms Kerry Sullivan, Quality Enhancement and Liaison Manager ([email protected])  

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

Date advertised: 11 March 2024
Closing date: 25 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.

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 

To provide comprehensive and professional administrative support to the Quality, Assurance and Enhancement Team, including line management of an administrative assistant. 

The work of the team focuses on the Quality Assurance processes of documentation, ensuring all information meets requirements, this role would provide support and guidance on quality assurance processes for the Centre of Medical Education, including student evaluation for modular undergraduate and postgraduate taught courses, and programme development.

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
•    Overseeing the day-to-day operation of the Administrative Assistant, including allocating tasks, completing probation, annual appraisal, and staff development requirements; and providing training and wellbeing support to staff members where necessary.
•    Support the team to work together to achieve shared objectives which includes Module Enhancement Evaluations and Schedule for Undergraduate and Postgraduate taught programmes, External Examiners, Programme Development changes, Handbooks.
•    Work with key contacts to make recommendations to improve our ways of working, developing appropriate communication links with the Centre and outside bodies as required.
•    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 goals.
•    Gather and analyse 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 Quality and Enhancement processes as required including production of guidance and standard procedures for team members.
•    Provide advice on Quality Assurance processes/procedures to internal and external stakeholders, using judgement and creativity.
•    Acquire student handbooks from Programme Teams, quality checking them for keying errors or inaccurate information, chasing any outstanding requirements and submitting the handbooks by completing the reviews by an agreed deadline.
•    Monitor the External Examiner Log by ensuring External Examiner vacancies are being filled with eligible candidates, within the required timeframes which includes making sure the correct paperwork has been completed.
•    Support the team leader with any higher-level data entry, reporting or variation to programmes paperwork if required.

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, showing your transferable skills and aptitude to be successful in the role. You should have an interest in managing and developing a team. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team and to provide supervisory support to those under your line management.

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 

1.    Ability to communicate in writing clearly, concisely, and effectively to provide detailed advice, guidance and support to team members and customers on quality assurance processes.
2.    Evidence of a good standard of numeracy and IT literacy
3.    Experience of working within an administrative role and with proficiency in MS office applications
4.    Understanding of line management responsibilities (such as monitoring work allocation, probation, appraisal, etc)
5.    Ability to resolve and manage performance and welfare issues within your team within University procedures and policies, maintaining professional standards.
6.    Ability to communicate information effectively and professionally to a wide range of people.
7.    Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions.
8.    Ability to work unsupervised to deadlines, planning, setting, and monitoring your priorities and those of the team.
9.    Ability to explore customers’ needs and adapt the service your team provides accordingly to ensure a quality service is delivered.
10.    Evidence of attention to detail to establish trends and patterns in data and creating reports as appropriate.

Desirable Criteria

1.    Previous experience of supervision/line management.
2.    Ability to speak/understand Welsh or a willingness to learn.
3.    Experience of quality assurances processes.

Additional Information

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.

1.    Regular one-to-one meetings with your team leader.
2.    An experienced and supportive team around you.
3.    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.
4.    A staff mentoring scheme.
5.    Support to learn Welsh or to update language skills.

Job Category

Admin / Clerical, Education, Medical & Dental