Research Centre Administrator, Care

6 months ago

Cardiff, United Kingdom Cardiff University Full time

Key Duties
- Undertake a variety of administrative responsibilities to support CARE and its portfolio of research projects.
- Provide executive support to the CARE Executive Team which will include diary management for the Centre Director and the co-ordination of internal and external meetings. The drafting of agendas, co-ordination of paperwork and taking minutes will be required.
- Work with other members of the CARE professional services team to assist with the effective running of the research centre office, providing cover during absences and ensuring an excellent level of customer service.
- Manage the induction process for new staff, to arrange appropriate access and tech support.
- Manage the CARE centre inbox and calendar, responding to administrative tasks, internal and external queries, and escalating queries where necessary.
- Maintain and monitor the purchase-order-to-payment process within CARE, keeping detailed and accurate records of purchases, expenses and invoices, and arranging the formal registration of suppliers in line with University processes.
- Liaise with appropriate internal and external colleagues to support financial budgeting of research proposals working with the appropriate internal teams e.g., School Research office & pre-awards team to obtain required information.
- Liaise with casual staff, placement interns and PhD students working within the centre to ensure accurate records of all payments.
- Work with the Centre Manager to monitor and forecast the CARE non-staff budget and project budgets and report on expenditure to the Executive Management Team.
- Complete and monitor the progress of HR paperwork for CARE staff, liaising with the Centre Manager and HR teams where necessary and completing HR-related paperwork of staff contractual changes related to the centre’s research projects.
- Support Principal Investigators and researchers with a wide range of research project administrative tasks.
- Provide detailed advice and guidance on CARE processes and procedures to internal and external customers.
- Use judgement and creativity to suggest the most appropriate courses of action, and where appropriate, contribute to the resolution of more complex issues.
- Collaborate with others in order to make recommendations for improvements to established processes and procedures.
- Contribute to the production of documents and presentations including proofreading and formatting, adhering to deadlines if applicable.
- Work with others to ensure CARE’s mechanisms for the regular reporting and monitoring of research activity is achieved in a timely manner; collating information on relevant outputs and milestones.
- Ensure administrative responsibilities and work schedules are managed with minimum supervision.
- Assist the Communications Officer and the Public Involvement Officer with public engagement activities, for instance supporting administration aspects of research-related events.
- Establish working relationships with key contacts including, but not limited to, the sister Centre CASCADE to help improve service levels, developing appropriate communication links with the university’s schools/directorates and outside bodies as required.
- Instruct and guide other employees across the university in relation to CARE.

General Responsibilities
- Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
- Abide by Cardiff 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
- NVQ 3/A-Levels or equivalent.
- Substantial experience of working in an administrative support role.
- Proficient to a high standard in using common office IT packages (e.g. MS Office)
- Proven experience in setting up standard office systems and procedures, monitoring and making improvements as appropriate.
- Ability to influence and advise key stakeholders, and to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
- Proven ability to work as an effective team member, providing advice and guidance to other team members where necessary.
- Evidence of ability to explore customer’s needs and adapt the service accordingly to ensure a quality service is delivered.
- Evidence of ability to solve problems using initiative and creativity, identifying and proposing practical solutions to resolve problems where there are a range of potential options available.
- Evidence of ability to analyse processes and procedures, and advise on improvements.
- Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work.

Desirable Criteria
- Fluency in Welsh, written and oral.
- Experience of working in a higher education or research environment.
- Degree or an equivalent qualification

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