Administrative Officer

6 months ago

Cardiff, United Kingdom Cardiff University Full time

**JOB PURPOSE**

Providing comprehensive and professional support to SHARE, providing support and guidance on range of areas across the School which may include event management, coordination and support, committee scheduling and servicing, financial administration, quality assurance, student administration, workload modelling, and a range of other administrative activities/projects.
- 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- Provide detailed advice and guidance on a range of processes and procedures to internal and external customers (staff, students or members of the public), using judgement and creativity to suggest the most appropriate course of action, and contributing to the solving of more complex issues.
- Work with others to make recommendations to improve our ways of working.
- Establish productive relationships with key individuals (University colleagues and external contacts) to help improve the level of service the team provides to its customers.
- Perform a variety of administrative duties to support the team and department achieve its objectives.
- Gather and analyse data so that informed decisions can be made, establishing basic trends and patterns in the data and providing reports and recommendations for management.
- Instruct and guide colleagues across the University within a range of school support functions as required.
- Undertake support activities including areas such as event management, committee planning and scheduling, finance and purchasing, inventory, student monitoring and engagement, Athena SWAN, the Welsh Language Act, the workload allocation model, and ad hoc projects; leading significant tasks and taking responsibility for areas of work as appropriate.
- Check and collate records and documentation required for annual data returns to the highest levels of accuracy.
- Organise and service formal and informal meetings and committees, including preparing agendas, taking minutes and recording and following-up actions.
- Represent the School at meetings, events, committees and working groups and to attend meetings on behalf of colleagues as required.
- Provide support for College initiatives.

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.

**Person Specification**
- 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 with particular interest in school administration, showing your transferable skills and aptitude to be successful in the role. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team.-
- 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 communicate in writing clearly, concisely, and effectively to provide detailed advice and guidance on a range of administrative support areas.
- 2. Evidence of a good standard of numeracy and IT literacy.
- 3. Experience of working in an administrative role or environment and ability to set up standard office systems and procedures, making improvements to these as appropriate.
- 4. Ability to gain specialist knowledge in administrative processes and regulations relating to higher education and quality assurance.
- 5. Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
- 6. Ability to advise and influence key stakeholders in your area of work.
- 7. Ability to explore customers’ needs and adapt the service you provide accordingly to ensure a quality service is delivered.
- 8. Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions.
- 9. Abi

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