Internal Only - Administrator

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 - Administrator
School of Computer Science & Informatics
College of Physical Sciences and Engineering

An opportunity as arisen for an administrator to join Cardiff University’s School of Computer Science & Informatics.  Working as part of a team, you will provide comprehensive, professional administrative support to students and staff in the School, offering support and guidance on key aspects of student support and administration.
The successful candidate will have experience of similar administrative or student-facing support roles. You will have the enthusiasm, self-motivation, and ability to use initiative and work flexibly as an effective team member in a complex organisational environment. You will be educated to A-level or above, with excellent communication skills.
Cardiff University has a successful School of Computer Science & Informatics with an international reputation for its teaching and research activities. We are a research-led School with a longstanding, international reputation for applied research activities, and collaborate with more than 100 UK and international academic and industrial partners. For more information on the School please visit our website:  http://www.cardiff.ac.uk/computer-science .
Cardiff University is committed to supporting all its employees in achieving the necessary balance between their work and their personal lives. As part of this commitment, the University has developed a flexible and responsive framework of support for staff in managing their work and personal commitments wherever possible.

This post is full-time (35 hours per week), open-ended and immediately available.

For an informal discussion of the post please contact Leigh Hodge, Education and Students Manager - [email protected] or Alice Sadler, Student Experience Officer - [email protected]

Salary: £22,417 - £26,715 (Grade 4)

Closing date: Wednesday, 4 August 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 all its employees in achieving the necessary balance between their work and their personal lives. As part of this commitment, the University has developed a flexible and responsive framework of support for staff in managing their work and personal commitments wherever possible. [Applications for posts on a part-time or job-share arrangement would also be considered].

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.

Job Description

Job Purpose

As part of a team, help provide proactive, comprehensive and professional administrative and coordination support to students and staff in the School of Computer Science and Informatics offering support and guidance on key aspects of teaching and student support administration, striving to deliver an excellent student experience and ensuring the provision of excellent support to the teaching staff in COMSC.

Job description

Key Duties

• Provide detailed advice and guidance on academic and student support processes and procedures to internal and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate, contributing to the resolution of more complex issues.
• Provide front line pastoral care to students when needed, directing more complex issues to other specialist support teams and services.
• Collaborate with others in order to review, improve and 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.
• Undertake a variety of administrative duties to support the team and School.
• Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate
• Instruct and guide other employees across the University within the area of learning, teaching and student support.
• Support the work of the student-facing team, contribute to team meetings, develop good practice and assist colleagues in their work.
• Working as part of a team, undertake a variety of academic and student-related administrative tasks, across a broad range of activities:
• Support, coordinate and maintain records in relation to the Extenuating Circumstances procedure and administrative processes within the School;
• Support, coordinate and maintain records in relation to the Academic Appeal processes within the School.
• Organise and maintain academic and student-related information in the Student Information System (SIMS).
• Provide information to and administrative support for School teaching committees such as the Board of Studies.
• Assist with the administration of student placement activities as required.
• Service School meetings and committees as appropriate, developing agendas, circulating papers, recording and monitoring actions.
• Proactive monitoring of assessment, and supporting the checking of information on Learning Central, such as module maps.
• Support examination boards, entering and cross-checking marks and liaising with academic colleagues as required.
• As part of a wider team, provide general administrative support for admissions activities, Graduation, University Open Days and Offer Holder days.
• Coordinate and provide administrative support for processes in relation to the work of Teaching Associates and PGR Demonstrators
• Assist with timetabling as necessary, formally acting as the timetabling back-up for the School, ensuring that all key timetabling processes, tasks and systems are understood.
• Proactive monitoring of assessment, and supporting the checking of information on Learning Central, such as module maps.
• Assist with the student monitoring procedure in order to highlight any absences in student attendance and provide appropriate help, advice and support to both staff and students.
• Providing ongoing administrative support to colleagues in PGR activities, specifically around admissions and viva submissions

General Duties

• 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

Essential Criteria

Qualifications and Education

• NVQ 3/A-Levels or equivalent.

Knowledge, Skills and Experience

• Substantial experience of working in a student facing support or administrative role.
• Ability to demonstrate professional knowledge of academic processes in an HE environment.
• Ability to proactively review and set up standard office systems and procedures and make improvements as appropriate

Customer Service, Communication and Team Working

• Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding
• Proven ability to advise and influence key stakeholders,
• Evidence of ability to proactively explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.

Planning, Analysis and Problem solving

• 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
• Evidence of ability to analyse processes and procedures, and advise on improvements
• Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work

Desirable Criteria

• Degree or an equivalent qualification or equivalent work-related experience
• Experience of working with learning, teaching and student support processes and procedures within a Higher Education environment
• Experience of working with PGR
• Fluency in Welsh, written and oral

Additional Information

IMPORTANT: Evidencing Criteria

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 when submitting this document / attaching it to your application profile you name it with the vacancy reference number, in this instance for this post, 12106BR.

If candidates do not provide written evidence of meeting all of the essential criteria then their application will not be progressed. The School welcomes the submission of CVs to accompany evidence of the job-based criteria.

Job Category

Admin / Clerical