Administrative Assistant

Administrative Assistant

Cardiff University's School of Social Sciences is looking to recruit an Administrative Assistant to work in the Centre for Development, Evaluation, Complexity and Implementation in the field of Public Health Improvement (DECIPHer) which is located in the School.

The successful candidate will provide support and guidance on the administration of research projects, ensure that the DECIPHer team is supported, and carry out key duties.

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.

This is a full-time position, 35 hours per week, available from 1 May 2023, for a fixed period until 31 March 2025.

Salary: £22,197 with annual increments up to £24,144 per annum (Grade 3)

For further information on this role please contact: Zoe Macdonald (MacdonaldZ@cardiff.ac.uk)

Date advert posted: Wednesday, 3 May 2023

Closing Date: Wednesday, 31 May 2023

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.

• 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.

• Produce documentation, plan and organise meetings, take minutes/notes and ensure any travel arrangements are made.

• Provide the Deputy Director of DECIPHer with diary support and associated administrative duties.
• Ensure the maintenance of efficient and confidential filing systems, ensuring archived records are maintained in line with data protection regulations.

• Support the work of DECIPHer Professional Services, contributing to team meetings, developing good practice within the team and assisting colleagues in their work.

• 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.

• 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.

• Experience of working in a Higher Education environment.
• Ability to speak/understand Welsh or a willingness to learn.

• 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.