PA and CCI Administrator

18010BR

Cardiff School of Chemistry

Administrative Support

Advert

PA and CCI Administrator (Part-time)
Cardiff Catalysis Institute (CCI)
Cardiff School of Chemistry
Cardiff University

Reporting to the School Manager, you will deliver high-level administrative and clerical support for the good functioning of the Director of the CCI’s Office and to that of the Regius Professor. You will also administer all aspects of management activity delegated to the CCI.

For informal enquiries about the role and the Cardiff School of Chemistry, please contact the School Manager, Dr Mahmoud Akhtar ([email protected] ; Tel. +44 (0)29 2087 0680 ).

For further details about working at Cardiff University, please contact Sian Moseley  ([email protected] ; 029 2087 5851 ).

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

This part-time (14 hours per week), open-ended, job-share post 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: 18010BR.

Salary: £26,444 - £29,605 per annum, pro-rata (Grade 4).

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 18010BR.

Date Advertised 18 January 2024
Closing date: 15 February 2024

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

To provide a comprehensive professional administrative support to the Director of the Cardiff Catalysis Institute’s (CCI) office within the School, providing support, guidance and administration on all aspects of management activity delegated to the CCI.  To continue to provide some administrative support to the Regius Professor (under ‘Specific Duties’ below), as agreed.

Duties and Responsibilities

Key Duties

•            Provide detailed advice and guidance on processes and procedures related to the Cardiff Catalysis Institute (CCI) 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, the CCI and outside bodies such as the Royal Society (RS), Royal Society of Chemistry (RSC), Engineering & Physical Sciences Research Council (EPSRC), REF panel, UK Catalysis Hub and Industries as required.

•            Act as a first point of contact for all enquiries to the Director of the CCI’s office, including managing ‘phone calls and correspondence, and responding promptly and effectively to all internal and external queries.

•            Undertake a variety of administrative duties to support the CCI and School (as required), including (but not restricted to) effective diary management, organisation of and preparation for meetings, acting as minute secretary, arranging travel and credit card reconciliation, and support for CCI initiatives, events and projects.

•            Support the School’s visitor process (academic and sponsored researchers) for any visitors invited by the Director of the CCI, plus any other relevant HR processes, liaising with the School’s HR Officer as appropriate.

•            Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate.

General Duties

•            Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.

•            Abide by University policies on Health & Safety and Equality, Diversity & Inclusivity.

•            Perform other duties occasionally which are not included above, but which will be consistent with the role, as determined by the Director of the CCI, School Manager or Head of School.

Special Duties - continued in Additional Information

Person Specification

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.           Specialist knowledge and experience of the expectations and demands of a busy PA role.

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 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.           Degree or an equivalent qualification or equivalent work-related experience.

2.           Experience of working in a Higher Education environment.

3.              Fluency in Welsh, written and oral

Additional Information

Special Duties - continued from Job Description.

Undertake a variety of administrative duties to support the Regius Professor, limited to:

•            Diary and e-mail management.

•            Expenses.

•            Credit card reconciliation.

•            Academia Europea administration including election cycle.

•            Learned Society of Wales’ administration, including election of new fellows.

•            RS matters, including Fellows of the RS nominations.

•            RSC matters.

•            Travel arrangements.

•            Conferences and meetings (not Hutchings’ research group-related).

•            Visas for travel.

•            Administration for workshops, references and prize nominations, etc.

•            Project Review meetings.

Job Category

Admin / Clerical