Administrative Assistant

7 months ago

Cardiff, United Kingdom Cardiff University Full time

**Job purpose**
Provide an administrative service to the School/Directorate, engaging and completing a range of routine tasks to meet operational and customer service requirements. Providing support and guidance on teaching, admissions and students, ensure the Teaching and Recruitment team is supported and key duties undertaken
- **Duties and responsibilities**

**Key Duties**
- Deal with a range of enquires from internal and external customers in a professional manner, 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.
- Collaborate with others in order to make recommendations for developments of established processes and procedures
- Establish working relationships with key contacts to help improve service levels
- Undertake a variety of administrative duties to support the team and department
- Gather and analyse data to update administrative systems with accurate information, establishing basic trends and patterns in any data submitted
- Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team

**Specific Duties**
- Produce documentation to monitor and track processes and liaise with colleagues as appropriate
- To support academic staff in managing student queries
- To support the School during external events such as Open Days and Offer holders days, which at times are on weekends or evenings
- To support outreach activities within in the school
- Work with departments across the University with a range of processes, dealing with enquires professionally and in line with established protocols
- To monitor and maintain records for admissions, student enrolment, engagement, progression and award whilst identifying and resolving problems where they occur and escalating cases when required.
- Take responsibility for the administration of student study/field trips including travel management and follow up on arrangements
- To support the School’s Professional Service Team which includes School Reception cover when required by the Management

**General Duties**:

- Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
- Abide by University policies on Health and Safety and Equality and Diversity
- Perform other duties occasionally which are not included above, but which will be consistent with the role

**Person Specification**

**Essential Criteria**

**Qualifications and Education**
- NVQ 2/GCSE level A-C or equivalent

**Knowledge, Skills and Experience**
- Significant experience of working in an administrative or office environment
- Proficient in using common office IT packages, such as Office 365 specifically Teams, Excel, Word and Outlook, also the internet and Zoom
- Ability to set up standard administrative systems and procedures

**Customer Service, Communication and Team Working**
- Ability to communicate effectively and professionally with a wide range of people
- 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
- Ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices

**Other**

10. A willingness to undertake further training and development
- **Desirable Criteria**
- A-Levels or equivalent
- Experience of supervising others
- Experience of working in a Higher Education environment
- Fluency in Welsh, written and oral

**Salary Range Min.**
- 23,700

**Salary Range Max.**
- 24,533

**Job Category**
- Admin / Clerical

**Grade**
- Grade 3

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