Programme Administrator

17915BR

School of Optometry & Vision Sciences

Administrative Support

Advert

Programme Administrator

We are looking for a pro-active and methodical individual to join the Professional Services team in the School of Optometry and Vision Sciences.

In this role, you will:

• be required to provide efficient administrative programme support
• strive to deliver excellent customer service for both our staff and students; and
• be a valued member of the School’s friendly Professional Services.

We’d like to hear from you if you:

• can work with a variety of software and adapt to new IT systems
• have the ability to set up standard office systems and procedures,
• are able to use your initiative and creativity to solve problems

We can offer you the chance to work in a vibrant organisation, with

great benefits

and opportunities for progression. We are a proud Living Wage supporter.

This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you may spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.

Please contact Hazel Chudley, email:  [email protected] , or Ceri Morrison, email: [email protected] for an informal, confidential discussion about the role.

This post is full-time and fixed-term until 31st July 2025.

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

Date advert posted: Thursday, 1 February 2024

Closing date: Friday, 16 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.  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

Providing comprehensive and professional support to the School of Optometry and Vision Sciences and specifically administrative support to postgraduate programme delivery.

This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you can also choose to spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.

As the biggest university in Wales – and a major employer, with more than 7,000 staff – we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.

DUTIES AND RESPONSIBILITIES

Key Duties

• Provide detailed advice and guidance on programme information, processes and procedures to internal and external customers (staff, students or members of the public), using judgement and creativity to suggest the most appropriate course of action, and contributing to the solving of more complex issues.
• Work with others to make recommendations to improve our ways of working.
• Establish productive relationships with key individuals (University colleagues and external contacts) to help improve the level of service the team provides to its customers.
• Perform a variety of administrative duties to support the team and School achieve its objectives.
• Gather and analyse data (including the collation of statutory reporting data) so that informed decisions can be made, establishing basic trends and patterns in the data and providing reports and recommendations for management.
• Instruct and guide colleagues across the University on the School’s programmes and delivery as required.
• To develop detailed knowledge of University and School procedures to in support programmes information, admissions, enrolment, teaching delivery, assessment, student support, unfair practice and extenuating circumstances.
• To work with Quality and Standards teams to manage a range of quality assurance procedures for programmes, including liaison with external examiners, external partners and accreditation bodies.
• To ensure that handbooks, websites and marketing materials are kept up to date and that any changes to programmes are processed according to standard procedures.
• To set-up coursework submission points and upload documents to Learning Central and programme specific learning environments. 
• To liaise with Module Leaders to obtain coursework assignment briefings and examinations, ensuring they are correctly formatted and approved by External Examiners.
• As part of a team, to deliver frontline services to students and staff, answering a wide range of queries, resolving issues and making referrals where needed.

General Duties

• Abide by all University policies and undergo appropriate personal and professional development.
• Perform other duties which are not included above, but which will be consistent with the role.
• Uphold the Professional Services Values & Behaviours or local equivalent.
• To undertake annual training compliance requirements.

Person Specification

We want to employ people with a wide variety of experiences. We welcome applications from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We are particularly seeking applications from candidates who come from backgrounds that are underrepresented at the University, including people from Black, Asian and Minority Ethnic communities.

We are looking for a team player who will work with colleagues to provide a great service to staff and students. You don’t need to have worked for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University.

This role may be an opportunity for you to build on your experience from working in a previous administrative role or environment with particular interest in the assessment and delivery of distance learning programmes, showing your transferable skills and aptitude to be successful in the role. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team.

Your application will be assessed against the following essential and desirable criteria for the role. Please copy and paste this section into a new document and give clear examples of how you can evidence meeting each criteria by writing under each one. You can draw on elements from any aspect of your life (e.g. work, home, education/qualifications or community life) as long as you focus on their relevance to the role.

Please save your supporting statement in a separate document with the title [YOURNAME-BR NUMBER-JOB TITLE] and attach it to your application in the recruitment system, available here .

Essential Criteria

Ability to communicate in written English clearly, concisely, and effectively to provide detailed advice and guidance on the School’s postgraduate programmes.

Evidence of a good standard of numeracy and IT literacy.

Experience of working in an administrative role or environment and ability to set up standard office systems and procedures, making improvements to these as appropriate.

Specialist knowledge of creating and maintaining administrative systems and procedures.

Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding. 

Ability to advise and influence key stakeholders in your area of work.

Ability to explore customers’ needs and adapt the service you provide accordingly to ensure a quality service is delivered.

Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions.

Ability to work unsupervised to deadlines, planning, setting and monitoring your priorities and those of the team.

Ability to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and members of the public) as appropriate.  

Desirable Criteria

Ability to speak/understand Welsh or a willingness to learn

Experience of supporting distance learning education

HOW WE WILL SUPPORT YOU IN PERFORMING THIS ROLE

We want to support and develop you in the role, using a combination of the following to help you reach your full potential.

• Regular one-to-one meetings with your team leader.
• An experienced and supportive team around you.
• Support to undertake job-relevant training and development, as identified by your Line Manager. This could be informal or could be an apprenticeship leading to a formal qualification, such as Business administration NVQ.
• A staff mentoring scheme.
• Support to learn Welsh or to update language skills.

Additional Information

Due to the nature of the programme, some out of hours work (evenings and weekend) is required for this post. There is a requirement to be on-campus for a minimum of 3 days per week.

Job Category

Admin / Clerical