Administrative Assistant

6 months ago

Cardiff, United Kingdom Cardiff University Full time

**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.
- 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**
- Three way matching of invoices into the oracle Finance system.
- Monitor and administer large supplier accounts.
- Upload invoices into the payables system.
- Assist University schools, students and suppliers with any queries relating to payment.

**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**
- 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, showing your transferable skills and aptitude to be successful in the role. You should have an interest in managing and developing a team. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team and to provide supervisory support to those under your line management.-
- 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**

**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 (e.g. MS Office).
- 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**
- A willingness to undertake further training and development.

**Desirable Criteria**
- A-Levels or equivalent.
- Experience in oracle payables.
- Experience of working in excel.
- Fluency in Welsh, written and oral.

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

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

**Job Category**
- Accountancy & Finance, Admin / Clerical

**Grade**
- Grade 3

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