Internal Only - Senior 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 - Senior Administrator
Centre for Trials Research
College of Biomedical & Life Sciences

This is an excellent opportunity for an organised and engaged administrator, with supervisory experience, to play a key role in supporting the work carried out by the Centre for Trials Research (CTR).

The post holder will benefit from family-friendly and flexible working policies, a generous holiday entitlement (32 days per year plus bank holidays), a staff pension scheme and many other benefits offered as standard.

For those who wish to develop their careers even further this role has previously been a platform for many current Data Managers and Trial Managers, both within Cardiff University and at other prestigious institutions around the UK. Full support will be provided to develop you within your role, whilst considering your personal aspirations.

Working as part of a large, diverse team from many different backgrounds you will engage in a wide range of tasks including line management, supervising, and leading a small team of administrators, as well as general administrative tasks such as booking travel and accommodation, purchases and payments, data entry, file management, and organising/servicing meetings and events.

You should be able to demonstrate excellent oral and written communication skills and a strong teamworking ethic. Substantial administration experience is essential as is the ability to plan, prioritise and organise your work and that of others. You should also be able to use your initiative in solving problems and responding to queries. Being proficient in using common IT packages and the ability to work unsupervised, in an office or home setting is also essential.

For informal queries, please contact Carolyn Blake (Administration & Development Officer) telephone: 02920 687620 or email [email protected].  

This post is full time (35 hours a week), available from 1 August 2021 and is open-ended.

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

Closing Date: Thursday, 5 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.

lease 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 comprehensive professional administrative support to the Centre in a supervisory capacity, supervising a team of study administrators  

Duties and Responsibilities

Key Duties
•    Supervise the day-to-day operation of one of the study administration teams, including the allocation of work tasks, production of work schedules, monitoring of holiday cover/working arrangements, probation, annual appraisal and staff development requirements, proving pastoral care, training and support to staff members where necessary
•    Ensure the delivery of the administrative aspects of the studies, adapting these according to changes in workload and study requirements
•    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 centre
•    Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate
•    Ensure that work is undertaken and documented in a regulatory compliant way and be prepared for regular audits and inspections, as well as contributing to the development of the quality management system for the area of administration

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

Knowledge, Skills and Experience

1.    NVQ 2/GCSE level A-C or equivalent

Qualifications and Education

2.    Substantial experience of working in an administrative role
3.    Knowledge of Microsoft Office and other appropriate tools
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 information effectively and professionally with a wide range of people
6.    Experience of supervising the work of others to focus team efforts and motivate individuals
7.    Experience of line managing others, including developing others and ensuring welfare issues are resolved
8.    Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.

Planning, Analysis and Problem solving

9.    Evidence of ability to solve problems using initiative and creativity; identifying and proposing practical solutions.
10.    Evidence of ability to work unsupervised to deadlines, planning, setting and monitoring team priorities.

Desirable Criteria 

1.    NVQ 3/A-Levels or equivalent or an equivalent qualification or equivalent work related experience
2.    Knowledge of good clinical practice and/or data protection
3.    Experience of working in a Higher Education environment
4.    Experience of working in a highly regulated environment
5.    Fluency in Welsh, written and oral

Additional Information

It is the School of Medicine'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 when submitting this document / attaching it to your application profile you name it with the vacancy reference number, in this instance for this post, 11995BR. If candidates do not provide written evidence of meeting all of the essential criteria then their application will not be progressed. The School of Medicine welcome the submission of CVs to accompany evidence of the job-based criteria.

Job Category

Admin / Clerical