Taught Programmes Administrator

Advert

Taught Programmes Administrator (Part-Time, 28 hours per week)
School of Mathematics

The School of Mathematics is looking to recruit a pro-active, methodical and enthusiastic individual to join the School’s student administration team. You will provide an administrative service to the School, engaging in and completing a range of routine tasks to meet operational and customer service requirements.  You will provide support and guidance on student administration, and ensure the School’s administration team is supported, and key duties are undertaken.

If you have strong organisational skills, are able to work quickly with a high level of accuracy, take responsibility for your own work and enjoy contributing to a positive working environment, then we look forward to hearing from you.

The School’s student administration team oversees various aspects of student services management including providing specialist support on student records, examining boards, academic regulations, extenuating circumstances, appeals, academic misconduct, complaints and timetabling.  The team provides front facing support for a wide range of activities throughout the student journey ranging from admissions through to graduation.

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, 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.

This is a campus-based, student-facing role with limited opportunity for remote working.  The post is open ended, part time (28 hours per week) and available from 5th June 2024.

Salary: £23,700 – £24,533 per annum, pro rata for hour worked (Grade 3).

For informal enquiries about the post please contact Education and Students Manager, Franki Grima ([email protected]) or the School Manager, Carol Hickman ([email protected]) or the School’s Director of Learning and Teaching, Dr Mathew Pugh ([email protected])

Date advert posted: Friday, 08 March 2024.

Closing date: Friday, 29 March 2024.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

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 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 an administrative service to the School, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on student administration, ensure the School of Mathematics Student Administrative team is supported, and key duties undertaken.

This is a campus-based, student-facing role with limited opportunity for remote working. This position is a 0.8 FTE, 28 hours per week and is open-ended.

Duties and Responsibilities

Key Duties

• Work flexibly across the School’s administrative team, contributing to the achievement of the team’s objectives, supporting others and providing cover for colleagues, as required.
• Take responsibility for supporting specific areas of programmes of study (including Extenuating Circumstances, Academic Misconduct, other areas of Student Casework) with a variety of administrative duties throughout the student journey and taught programme life cycle.
• As part of the School Office team, deliver the provision of a knowledgeable and professional support service to all staff, students, applicants, visitors, and external bodies.
• 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.
• 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 department.
• 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 the supervision and management of it.

Specific Duties

• To provide a high-quality, efficient and effective service to students, liaising with members of academic and professional services staff as appropriate, and dealing with a full range of queries.
• To respond promptly, professionally and accurately to requests for information and assistance from students, academics, University Professional Services and external organisations, applying knowledge and understanding of the area of work to identify needs and provide an appropriate resolution to issues.
• To undertake a variety of administrative duties to support School taught programmes including extenuating circumstances, cases of academic misconduct, academic appeals, enrolment, processing coursework and exams, servicing examining boards and other meetings, and maintaining programme and module information and student records.
• To use the University Student Records System and its reporting tool Business Objects to maintain and update student records, and record and process assessment and examination marks to the highest levels of accuracy.
• To contribute to the continuing improvement and development of the service, processes, and procedures of the School, ensuring the delivery of an excellent student experience remains a core aim, through collaboration with team members and stakeholders.

Person Specification

General Duties

• To ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• To exercise personal responsibility, with minimal supervision.
• To ensure compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures and codes as appropriate.
• To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, EC directives and the University’s Safety, Health and Environment Policies and procedures and to co-operate with the University on any legal duties placed on it as the employer.
• 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.

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 who 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

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.

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.

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.

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).