Internal Only - Administrative Officer

Advert

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 Officer 

Do you pride yourself on your customer service skills?  Do you enjoy delivering an excellent service to students and staff? 

The School of Earth and Environmental Sciences is looking to a recruit a first-class administrator with a positive, can-do approach, to be a professional and friendly point of contact for students and staff and a flexible member of the team.  If you have strong organisational skills, are able to work quickly with a high level of accuracy, take responsibility for your own work and enjoy contributing to a positive working environment, we look forward to hearing from you.  This part-time role will focus on the administration of Postgraduate Taught Student programmes and activities, as well as providing office cover and working flexibly across the team. The exact nature of the tasks assigned may change over time to ensure consistent delivery of undergraduate and postgraduate administrative support within the Education and Students team.

The School of Earth and Environmental Sciences at Cardiff University is a dynamic and successful multi-disciplinary centre devoted to research in the disciplines of Earth and Ocean Sciences More information on the School can be found at School of Earth and Environmental Sciences - Cardiff University

This position is part time (17.5 hours per week, days and times to be agreed). The post is available immediately and is open ended.

Salary: £22,417 - £26,715 per annum, pro-rata (Grade 4)

For informal enquiries, please contact Sally Walsh, Education and Students Manager, email: [email protected]   

For further details about working in Cardiff University please contact John Evans, email: [email protected]

Important Notes:

Applications can only be accepted via the online system.

Closing Date: Tuesday, 27 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.

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.

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 a comprehensive professional administrative service to the School, providing support and guidance on matters related to education and students, leading on administration for Postgraduate Taught students.
This role will work flexibly within a team of administrators and teaching technicians to ensure a first-class professional service is delivered across the full range of programme and student activity.

Key Duties

•             Deliver first-class customer service in all areas of work.
•             Provide administrative support for education and students within the School, throughout the academic cycle, including in the areas of student recruitment and admissions; enrolment and induction; teaching delivery; learning technology; assessment and feedback; fieldwork and projects; placements and exchanges; student cases; programme information and student records; student voice; quality and developments; committees; accreditation; and graduation.
•             Undertake a variety of administrative duties to support the team and the School, to include answering queries; following Registry and School procedures; posting information via Learning Central; producing handbooks, guides, and communications using designated software; committee servicing.
•             Key activities include being a point of contact, maintaining programme information, student placements for the dissertation stage, and the administration of exams, results, and exam boards.
•             Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports using SIMS, Business Objects, Microsoft Office 365 and other systems as appropriate.
•             Provide detailed advice, guidance and instruction on student and programme issues, processes and procedures to internal customers (students, academic colleagues, administrators, managers and technicians) and external customers (prospective students, other university departments and professional bodies), 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.
•             To ensure that objectives and deadlines are met and communicated to central directorates and School management as required.

Duties continued in Additional Information

Person Specification

Essential Criteria

Qualifications and Education
1.            NVQ 3/A-Levels or equivalent in relevant work experience.

Knowledge, Skills and Experience
2.            Substantial experience of working successfully in an administrative role, including developing effective office systems and procedures.
3.            Specialist knowledge of higher education programme delivery, procedures and regulations.
4.            Excellent administrative and organisational skills with demonstrable ability to pick up new skills quickly and effectively.

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 ensure a first-class customer 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 make 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.            A demonstrable interest in the use of learning technology.
3.            Fluency in Welsh, written and oral.

Additional Information

General Duties

•             Ensure that an understanding of the importance of confidentiality is applied and work according to the General Data Protection Regulations when undertaking all duties
•             Abide by University policies on Health and Safety; Equality, Diversity and Inclusion; and Dignity at Work and Study.
•             Work flexibly within the team to ensure a first-class professional service is delivered, developing good practice and continuous improvement, supporting others and providing cover for colleagues as required.
•             Perform other duties occasionally which are not included above, but which will be consistent with the role.

Information on the School of Earth and Environmental Sciences:
https://www.cardiff.ac.uk/earth-environmental-sciences

Job Category

Admin / Clerical