School Administrator

2 months ago

Cardiff, United Kingdom Cardiff University Full time

**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 all of the School’s postgraduate full time and part time taught programmes and CPD events (online delivery and in person), ensuring the 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.
- **MAIN DUTIES & RESPONSIBILITIES**
- 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.
- Collaborate 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 School.
- 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 and provide secretarial support to committees.
- Provide administrative support to all WOPEC commissioned, short courses and practical day events, to include ordering catering, timetabling and room bookings, travel arrangements.
- Conduct Right to Work checks for all casual workers who support short course, commissioned and practical day events.
- Generate and allocate Continuous Professional Development (CPD) points for all events run by WOPEC. Co-ordinate WOPEC newsletter and module updates. Provide support with photocopying and distributing course materials and handbooks.
- Maintain virtual learning platform for WOPEC short and commissioned courses.
- Support the financial transactions associated delivering the short courses and practical day events.

**General Duties**
- To undergo personal and professional development, which will enhance performance in the role.
- To undertake annual training compliance requirements.
- 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**

**IMPORTANT NOTE: When submitting your supporting statement, you must provide evidence as to how you meet each of the essential (and desirable if applicable) criteria below. We suggest that you do so by using each of the criteria as sub-headings, providing written evidence of your relevant skills underneath. Before uploading this attachment, please ensure that you include **BR within the filename.**

**Essential Criteria**
- Ability to carry out a variety of administrative tasks, including writing clearly and concisely.
- Experience of working in an administrative role.
- 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 in English 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.
- Availability and willingness to work some evenings and weekends during January and June in support of practical teaching and exam days. Time off in lieu (TOIL) will be offered for any additional hours worked.

**Desirable Criteria**
- Ability to communicate through the medium

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