Hub Officer

18325BR

Academic & Student Support Services

Administrative Support

Advert

Hub Officer

Registry Operations is seeking to appoint a motivated and enthusiastic individual to be based within the Exams and Teaching Timetabling Team.
The role holder will provide an administrative service to the department, engaging and completing a range of tasks to meet operational and customer service requirements. Providing support and guidance on timetabling processes and data management, ensuring the Exams and Teaching Timetabling Team is supported and key duties undertaken.
Cardiff University offers many excellent benefits, including 32 days annual leave (plus bank holidays) pro-rata for part-time hours, pension scheme, blended working (meaning you will be able to work from home for some of your time), a cycle to work scheme and other travel initiatives, annual increments up 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.

There are two full-time (35 hours per week), open-ended position.

Salary: £26,444 - £29,605 per annum (Grade 4).

Date advert posted: Wednesday, 27 March 2024

Closing date: Sunday, 14 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

Providing comprehensive and professional support to the Academic and Student Support Service, Registry Operations Directorate/School, providing support and guidance on Exams and Teaching Timetabling.

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

• Provide detailed advice and guidance on Exams and Teaching Timetabling 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 data (e.g., utilisation, teaching requirements and reports etc.) 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 Exams and Teaching Timetabling as 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 with particular interest in Exams and Teaching Timetabling, 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-18325BR-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 Exams and Teaching Timetabling.

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 Exams and Teaching Timetabling.

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

ADDITIONAL INFORMATION
There may be a requirement to support examinations that may operate outside of the standard working hours, including occasional Saturdays. You may also be expected to travel to exam venues.

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