Internal Only - Administrator-Education and Students Team

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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 - Administrator - Education and Students Team
School of Modern Languages

The School of Modern Languages is seeking to appoint an administrator to provide a comprehensive professional administrative service to the School, providing support and guidance on undergraduate and postgraduate student and programme administration, from induction and enrolment through to end of year exams. The post holder will ensure that the tasks and processes meet operational and customer service requirements.

The post is full time (35 hours) and open-ended

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

For informal enquiries about the post please contact Helen Walker, School Manager, by email at [email protected]

Closing date: Tuesday, 27 July 2021

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

•    Provide detailed advice and guidance on undergraduate and postgraduate 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
•    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
•    Undertake a variety of  administrative duties to support the team and department
•    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 School and University in relation to uthe ndergraduate and post graduate taught Education and Students Service

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

Our Person Specification is split into 2 sections: essential and desirable.  Please demonstrate clearly how you meet all of the essential criteria.  Where possible you should give examples of how, when and where you have used your experience, knowledge, specific skills and abilities to match those required for this particular job role.

Please ensure that you communicate this fully by creating a supporting statement document, listing all of the criteria and commenting against each one as to how you meet them.  This will need to be completed before you begin making your application on line as you will be required to upload it.  

When attaching the supporting statement to your application profile, please ensure that you put your name and the vacancy reference number, e.g. Supporting Statement for NAME XXXXBR.’

The desirable section contains a list of skills, qualifications and experience that it would be beneficial for the jobholder to have.

All short-listing decisions will be based initially on essential criteria, with desirable being used to further select or deselect candidates as appropriate.  

We interview those candidates who are the closest match to the identified criteria.

Essential Criteria 

Qualifications and Education

1.    NVQ 3/A-Levels or equivalent
Knowledge, Skills and Experience
2.    Substantial experience of working in an administrative role
3.    Experience and proven ability to develop specialist knowledge of an operational area, and to be the point of contact for that area.
4.    Ability to set up standard office systems and procedures and make improvements as appropriate

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 adapt the service accordingly to ensure a quality 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 advise on improvements
10.  Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work

Desirable Criteria 

1.    Specialist knowledge relating to undergraduate and/or post graduate administration within a Higher Education Environment
2.    Other experience of working in a Higher Education Environment if not within undergraduate and/or post graduate administration
3.    Degree or an equivalent qualification or equivalent work related experience
4.    Fluency in Welsh, written and oral

Job Category

Admin / Clerical