Internal Only - Administrative Assistant (Part-Time)

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This post is currently open to employees of Cardiff University only.  Please do not apply if you do not have a current contract of employment with the University.

Internal Only - Administrative Assistant: Education and Students Team (Part-Time)
Cardiff School of Chemistry
Cardiff University

The School of Chemistry is seeking to appoint a self-motivated and enthusiastic individual as an Administrative Assistant within our Education and Students Team. The post holder will a) provide proactive and facilitative clerical support for the good administrative management of taught programmes offered by the School; b) pay particular attention to the support needs of students studying on taught programmes housed within the School; and c) support the good functioning of the Education and Students Team. The successful candidate will be an effective team player and be able to adapt to a broad range of duties and challenges.

For informal enquiries about the role and the School of Chemistry, please contact Dr Thomas Tatchell, Education & Students Manager ([email protected]; 029 2087 0759 ) or Dr Mahmoud Akhtar, School Manager ([email protected]; 029 2087 0680 ).

For further details about working in Cardiff University please contact: Ms Caroline Pasmore ([email protected]; 029 2087 4805 ). 

Please visit www.cardiff.ac.uk/chemistry for further information about the School of Chemistry.

This is a part-time (21 hours – 0.6 FTE), open-ended position, and is available immediately.

To work for an employer that values and promotes equality of opportunity, please visit www.cardiff.ac.uk/jobs and search for vacancy number:11931BR

Salary: £19,612 - £21,814 per annum, pro-rata (Grade 3)

Important note: It is the University’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 that the evidence you are providing corresponds with the numbered criteria outlined below. Your application will be considered based on the information you provide under each element. 

When attaching the supporting statement to your application profile, please ensure that you name it with the vacancy reference number, e.g. Supporting Statement for 11931BR

Closing date: Friday, 9 July 2021

External applications are currently not being considered for this post.  If the decision is made to open the post to external candidates, the strapline at the top will be removed and you will be given ample time to apply – please check back periodically for details.

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

Job Purpose

Provide an administrative service to the School/Directorate, engaging and completing a range of routine tasks to meet operational and customer service requirements. Providing support and guidance on taught programmes offered by the School, ensuring the Education and Students Team and needs of the students studying on taught programmes are supported and key duties undertaken.

Duties and Responsibilities

Key Duties
•    Deal with a range of enquires from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly;
•    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;
•    Undertake a variety of  administrative duties to support the team and department;
•    Gather and analyse data to update administrative systems with accurate information, establishing basic trends and patterns in any data submitted;
•    Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team.

Specific Duties

•    Produce documentation, plan and organise committee meetings and outreach activities under the direction of the Education & Students Manager, collate and distribute papers, take minutes and ensure any ensure any necessary actions are followed up;
•    Participate in and contribute to the smooth running of School events such as enrolment, graduation, UCAS and School Open days and conferences as required;
•    Edit and update the School’s web-pages and plasma screens, including creating pages, formatting text and images as required and ensuring compliance with institutional web-authoring protocols.

General Duties

•    To contribute to the provision of general reception services for the School on a rota basis;
•    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, Diversity & Inclusivity;
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 2/GCSE level A-C or equivalent

Knowledge, Skills and Experience

2.    Significant experience of working in an administrative or office environment
3.    Proficient in using common office IT packages (e.g. MS Office)
4.    Ability to set up standard administrative systems and procedures

Customer Service, Communication and Team Working

5.    Ability to communicate effectively and professionally with a wide range of people
6.    Ability to work as an effective team member, providing advice and guidance to other team members where necessary
7.    Proven ability to deal with escalated requests for information or service, resolving  customer issues where appropriate

Planning, Analysis and Problem Solving

8.    Ability to plan, prioritise and organise own workload within established time scales
9.    Ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices

Other

10.    A willingness to undertake further training and development

Desirable Criteria
1.    A-Levels or equivalent
2.    Experience of working in a Higher Education environment
3.    Fluency in Welsh, written and oral

Job Category

Admin / Clerical