Administrative Assistant

3 weeks ago

Cardiff, United Kingdom Cardiff University Full time

**Advert**

**Administrative Assistant**

**Welsh School of Architecture**

Applications are invited for the post of Administrative Assistant in the Welsh School of Architecture. This role will focus on providing a high level, professional and confidential secretarial and administrative support to the Head of School.
- You should be a first-class administrator with a positive, can-do approach, be a professional and friendly point of contact for staff and a flexible member of the Professional Services team. If you have strong organisational skills, can work quickly with a high level of accuracy, take responsibility for your own work and enjoy contributing to a positive working environment, we look forward to hearing from you.
- This position is part-time (28 hours a week), open ended and available immediately.
- 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.**Salary**: £23,700 - £24,533 per annum, pro-rata for hours worked (Grade 3)-
- 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.**Date advert posted: Thursday 3 August 2023**

**Closing date: Sunday 20 August 2023**

**Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world. In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.**
- Provide a Personal Assistant service to the Welsh School of Architecture, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on a range of personal assistant and administrative tasks to the Head of School, Deputy Head of School, and School Manager. Ensure the Welsh School of Architecture professional support services team is supported, and key duties undertaken.**DUTIES AND RESPONSIBILITIES**

**Key Duties**
- Deal with a range of enquires from internal (staff & students) and external (members of the public) customers in a professional manner, providing a professional personal assistant service and support to the Head of School, establishing their needs 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.
- Actively contribute to the success of the team and support the supervision and management of it.

**Specific Duties**
- Support the Head of School’s communications, dealing with confidential matters and drafting correspondence as required based on appropriate input from relevant staff and ensuring that information received into the Head of School’s Office is appropriately disseminated.
- To provide confidential diary management and scheduling for the Head of School’s office.
- To develop and maintain appropriate monitoring and filing systems so that records are appropriately kept and easily accessible and to ensure that responses to official enquiries/requests are made on time.
- Work closely with the School Reception to ensure knowledge of events and visits are communicated.
- To contribute and support the Research, Finance, Operations and Teaching teams and the HR Advisor during peak periods.
- Work with the School’s Professional Services Team to provide an excellent level of service to key stakeholders.

**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 t

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