Executive Officer – Cardiff Confucius Institute and Public Events

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Executive Officer – Cardiff Confucius Institute and Public Events

Sitting within the Cardiff School of Modern Languages, you will support the Manager for International Activities and Public Events by providing effective daily operational management of designated elements of the Cardiff Confucius Institute (CCI) as well as the school’s public facing event programme, carrying out supporting work, providing advice, guidance and support, and leading projects within this area.

You will ensure compliance with School, University and Chinese International Education Foundation policies, liaising closely with relevant university staff on those matters managed centrally.

You will also supervise the day-to-day activities of the School Events Administrator.

This post is part-time (28 hours per week) fixed term until March 2027 in the first instance.

Salary: £32,332 - £34,980 per annum, pro-rata for hours worked (Grade 5).  New appointments will usually be at the bottom of the salary scale. 

Date advert posted: Wednesday, 3 January 2024

Closing date: Wednesday, 17 January 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.

Job Description

Key Duties and Responsibilities                                

• Ensure that the provision of the effective daily operational management of designated elements of the Cardiff Confucius Institute (CCI) as well as the school’s public facing event programme is delivered to the institution, proactively changing the delivery according to customer requirements (see further information for examples of specific activities).
• Provide professional advice and guidance on Cardiff University Confucius Institute and Cardiff University’s events processes and procedures to internal and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate, and ensuring complex and conceptual issues are understood.
• Establish working relationships with key contacts, developing appropriate communication links with the University’s Schools/Directorates and outside national and international bodies as required e.g., Xiamen University, CLEC, Welsh Government, Cardiff City Council and British Council for Wales.
• Investigate and analyse specific issues relating to the Cardiff Confucius Institute, creating recommendation reports, supported by advances within the International Confucius Institute programme.
• Investigate and analyse specific issues relating to events and communications, creating recommendation reports, supported by advances and developments in the Cardiff University strategy, policies and procedures, and the wider field of events planning and management.
• Create specific working groups from colleagues across the University to achieve the objectives of the CCI and School Public events strategy. 
• Supervise specific project teams on an occasional basis to accomplish key objectives e.g., the project team for delivering the CCI Chinese New Year Events across Cardiff.
• Develop and deliver training within the CCI team, and on events processes (such as risk assessments) to all staff within the school as required. 
• Undertake a variety of administrative duties to support the CCI and school.
• Instruct and guide other employees across the University in relation to CCI activities and public events.
• Supervise the work of the School Events Administrator, ensuring the delivery of the expected service level to the school, adapting these according to changes in customer workload and customer requirements.

• 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

It is Cardiff University's policy to use the person specification as a key tool for shortlisting. Therefore, candidates must evidence they meet ALL the essential criteria and, where relevant, the desirable. Please attach a supporting statement, using each of the below criteria as a heading evidencing how you meet each. When attaching the supporting statement to your application, please ensure you name it with the vacancy reference number: 17957BR.

Essential Criteria

Qualifications and Education

Additional Information

Specific Activities relating to the Cardiff Confucius Institute and the school’s public events activities includes:

• Contributing to the management and maintenance of the strong partnership between Cardiff University and Xiamen University, and to act as a link on matters related to the CCI with the Welsh Government, Cardiff City Council and British Council for Wales.
• Liaising with external partners and collaborative organisations to develop existing and new project initiatives.
• Exploring and developing national links internally and externally to further CCI’s reach, for example developing a student placement partnership with Healthcare Sciences in collaboration with the school’s International Manager & the Directors of CCI.
• Delivering CCI events with new external partners such as Deloitte, HMRC and the WI.   
• Managing the annual calendar of events for CCI and providing organisational support and delivery of CCI events e.g., Chinese New Year. Evaluate and report on event engagement.
• Contributing to the Annual CCI Board Meeting and MLANG committees and working groups providing written and verbal reports.
• Representing Cardiff Confucius Institute and/or the school on working groups and networks external to the school.
• Managing and maintaining the Cardiff CI web pages, update tutor and volunteer profiles as well as the school’s events /news pages.
• Providing organisational support and delivery of international visits to the school.
• Supervising the school’s Events Administrator and overseeing other school external engagement events, including research events and graduation activities.
• Developing a programme of events for the school that will engage the local community which might not be traditionally linked to HEI and study.
• Reinvigoration of the ‘World Lecture Series’ to enhance the school’s community engagement.
• Membership of relevant MLANG committees and working groups.