Administrative Assistant

Cardiff University


Administrative Assistant

Cardiff University’s Student Occupational Health team is seeking to appoint an enthusiastic Administrative Assistant, with an interest in contributing to the continuous improvement culture within the existing team.  

The Student Occupational Health Service operates within the Student Support and Wellbeing Division. The successful candidate will be part of a friendly administrative team working in collaboration with the clinical team, in a busy clinical service.  Based at the Heath Park Campus the service predominantly supports healthcare students from enrolment through to graduation.

As well as providing mandatory health screening and vaccinations for Medical, Dental and Healthcare students, the department receives referrals from across the university to support students to succeed in their studies. The successful candidate will predominantly provide secretarial support to the Occupational Health Physicians as well as contribute to reception support at Cardigan House; offering advice and guidance on services provided across the Division. Therefore, we are looking for someone who has exceptional attention to detail and customer service skills with proven ability to maintain excellent service delivery and problem solve within a busy and complex working environment.

The post is full time, 35 hours per week, and open ended.

Standard Shift Pattern- Monday to Friday

Salary: £22,197 to £24,144 per annum (Grade 3)

Cardiff University offers many excellent benefits, including 32 days annual leave (plus bank holidays), pro rata for part time staff, local pension scheme, a cycle to work scheme and other travel initiatives, annual increments up the pay scale, and more. It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.

Date advert posted: Thursday, 16 March 2023

Closing date: Thursday, 30 March 2023

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 accurate and confidential secretarial support to the Occupational Health Physicians, liaising with and advising internal and external professionals and students.
  • The delivery of high quality, accurate medical reports with utmost attention to detail.
  • Maintain an effective audit trail using the systems and databases available to ensure student appointments are followed up and all actions are undertaken as required.
  • To become familiar with the breadth of student support services at Cardiff University and relevant services elsewhere within the university.
  • To undertake a full range of reception and administrative duties, including responding to emails and answering telephone enquiries; diary management, sorting and distributing mail and emails to appropriate individuals, filing, scanning and photocopying.
  • To produce a wide range of documents including letters, reports, minutes (the taking of, production and distribution) and other materials using a wide range of Microsoft applications e.g. Word, Excel, Access and PowerPoint.
  • Management of electronic diary system for room bookings, team members’ diaries and group calendars.
  • To be responsible for maintaining, updating and conducting standard searches with the databases or spread sheets to produce standard reports and establishing new systems where appropriate.
  • To maintain/set up office systems and processes, suggesting improvements and contributing to their continued development.
  • To take responsibility for the administration of a specific event, project or area of work as directed by line-management.
  • To organise travel (taxi) for members of the Student Support Centre, upon request.
  • To support the work of the team, to contribute to team meetings, develop good practice within the team and assist colleagues in their work.

General Duties

  • Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
  • To abide by all University policies including Health and Safety and Equality and Diversity and act in accordance with University values and behaviours.
  • Perform other duties occasionally which are not included above, but which will be consistent with the role.

Person Specification

Important notice:

  • 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 16265BR

Essential Criteria

Qualifications and Education

  • NVQ 2/GCSE level A-C or equivalent
  • Knowledge, Skills and Experience

  • Significant experience of providing administrative and front of house and secretarial support ideally in a healthcare services environment using common office IT packages (e.g. MS Office).
  • Demonstrable knowledge of GDPR requirements in the context of clinical service provision.
  • Experience of setting up standard administrative systems and procedures and contributing to process improvement.
  • The ability to speak Welsh at an entry level (if you do not already meet this standard, you will need to agree to training in order to comply with this criteria. Training will be provided by the University).
  • Customer Service, Communication and Team Working

  • Ability to communicate effectively and professionally with a wide range of stakeholders.
  • Ability to work as an effective team member, providing advice and guidance to other team members where necessary.
  • Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate.
  • Planning, Analysis and Problem Solving

  • Ability to plan, prioritise and organise own workload within established time scales and use initiative in solving problems ensuring compliance with standard procedures and practices.
  • Other

  • A willingness to undertake further training and development.
  • Desirable Criteria

  • A levels or equivalent.
  • Knowledge of Higher Education sector in a student facing role.
  • Experience of working with people from different cultural backgrounds.
  • Job Category

    Admin / Clerical

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