Administrative Assistant x2

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 – Part-Time Administrative Assistants (2 posts)
Division of Psychological Medicine and Clinical Neurosciences
School of Medicine
College of Biomedical and Life Sciences

We are looking for 2 new members to join the Canopi administrative team part time. These are exciting posts that will provide administrative support to the Canopi service, which is funded by Welsh Government.
The roles will involve providing comprehensive professional administrative support to the team, including communicating with clients, working within a team to manage a shared inbox and supporting the administration of processes based in the Haydn Ellis Building, Cathays.

Informal enquiries about the role should be directed to Naomi Marfell, Canopi Manager, [email protected]

Salary: £23,700 – £24,533 per annum, pro-rata for hours worked (Grade 3).
Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances however, for this position, the starting salary is capped at £23,700 per annum due to limited funding.

The two posts are part time (21 hours per week) fixed-term available from 1st January 2024 to 31st March 2025. (Work pattern to be agreed with the successful candidate). In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working.

The majority of roles at Cardiff University are currently operating under “blended working” arrangements, with staff having the flexibility to work partly from home and partly from the University campus depending on specific business requirements. Discussions around these arrangements can take place after the successful candidate has been appointed.

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.

1. Regular one-to-one meetings with your team leader.
2. An experienced and supportive team around you.
3. 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.
4. A staff mentoring scheme.
5. Support to learn Welsh or to update language skills.

Cardiff University offers many excellent benefits, including 40 days annual leave (incl. bank holidays), local pension scheme, a cycle to work scheme and other travel initiatives, annual increments within 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.

Closing date: Wednesday, 6 December 2023

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.

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.  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

Main Purpose

Provide an administrative service to the Canopi service, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on the Canopi referral processes, ensure the  team is supported, and undertaking key duties.

Key Duties

• Deal with a range of enquires from internal (staff & students) and external (members of the public) customers in a professional manner, establishing their needs and adapting the standard responses accordingly.
• Processing client referrals and organising client appointments both through the use of email and phone.
• Work with others to make recommendations for the development and improvement of current University processes and procedures.
• Create good working relationships with key contacts to help improve service levels.
• Undertake a variety of administrative duties to support the team and Division.
• Gather and review data to update administrative systems such as databases and spreadsheets, making sure the information is accurate, and highlighting to your line manager basic trends and patterns.
• Actively Contribute to the success of the team and support its supervision and management.

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

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

Person Specification

Essential Criteria

Ability to carry out a variety of administrative tasks, including writing clearly and concisely.

Experience of working in an administrative or office setting.

Experience of using common office IT packages (e.g. MS Office, e-mail etc.).

Ability to set up and maintain standard administrative systems and procedures, including using University systems to collate and record data online and in hard copy. (Training will be provided where required).

Ability to communicate with a wide range of people effectively and courteously whilst maintaining professional standards, adapting your language and style of communication depending on with whom you are communicating with.

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

Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary.

Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.

Ability to use your initiative to solve problems and respond to queries, finding and proposing the best solution.

Desirable Criteria

Experience of working in a Higher Education environment.

Ability to speak/understand Welsh or a willingness to learn.

Additional Information

Your application will be assessed against the 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-17612BR-JOB TITLE] and attach it to your application in the recruitment system, available here .

Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test).

Job Category

Admin / Clerical