Jobs in Cardiff | Available Jobs Near Cardiff
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Organization : Cardiff University
Post Name: Administrative Assistant
Salary: GBP 2000 Per Month
Location: Cardiff
Start Date to Apply: 2024-11-06
Last Date to Apply: 2025-12-31
Job description
Provide an administrative service to the Quality Assurance and Liaison Team, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on student feedback, production of routine reports and other processes within the team, ensuring the Quality, Enhancement and Liaison Team is supported, and key duties undertaken.
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
Deal with a range of enquires from internal (staff & students) and external customers in a professional manner, maintaining email inboxes and establishing their requirements, 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.
Contributing to the success of the team, supporting the supervision and management of it.
Specific Duties
To assist the team to maintain the Honorary Title application processes from NHS colleagues and School of Medicine teaching staff according to agreed timescales.
To assist in a working knowledge of the student evaluation process to support the needs of all stakeholders within the University, Welsh Government, NHS and medical students.
To assist in the preparation and distribution of clinical placement student evaluation questionnaires and reports, using the JISC survey tool according to agreed timelines.
Assisting the Quality Assurance Officer to create the Module Enhancement Schedule and production of routine reports including liaising with Programme teams, to assist with any queries throughout the academic year.
Ensuring a variety of student surveys run efficiently and creating bespoke reports for Academic staff based on the results.
Updating spreadsheets with accurate information in order that quality processes run smoothly for Programme teams.
Assist Quality Assurance Officer with processing quality checks on programme handbooks for Postgraduate Taught students and Undergraduate students, ensuring any outstanding queries are adhered to by the agreed timeline.
Assisting with monitoring External Examiner log by ensuring correct paperwork has been received.
Support the line manager with any data entry requirements, reporting any variation to paperwork if required.
Continued under heading ‘Additional Information’
Person Specification
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, 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.
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.
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).
Essential Criteria
1. Ability to carry out a variety of administrative tasks, including writing clearly and concisely.
2. Experience of working in an administrative or office setting.
3. Experience of using common office IT packages (e.g. MS Office, e-mail etc.).
4. 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).
5. 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.
6. Ability to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and members of the public) as appropriate.
7. Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary.
8. Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.
9. Ability to use your initiative to solve problems and respond to queries, finding and proposing the best solution.
10. A willingness to undertake further training and development.
Desirable Criteria
1. Experience of working in a Higher Education environment.
2. Ability to speak/understand Welsh or a willingness to learn.
3. NVQ 2/GCSE level A-C or equivalent experience
Additional Information
Job Description continued:
Assist the team in arranging meetings and setting up calendar invites via MS teams or Face to face.
To produce feedback and assist in a working knowledge of the student evaluation process to support the needs of all stakeholders within the University, Welsh Government, NHS.
To produce module evaluation reports annual Programme Level reports, whilst maintaining key contacts for circulation of information.
To assist the NHS Liaison Officer in the production of Recognition feedback for NHS colleagues regarding the feedback from student clinical placements.
Assist at student assessments and open days for Medical students within the Centre for Medical Education
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.
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.
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