Administrative Assistant

4 weeks ago

Cardiff, United Kingdom Cardiff University Full time

**Advert**

**Administrative Assistant**

Cardiff University’s Estates department is responsible for developing and maintaining the University's physical estate to support the University in achieving its aims and objectives. We also provide a wide range of services and business operations to students, staff and visitors at Cardiff University.
- We are looking to recruit an Administrative Assistant to support the Estates Office Manager. You will provide a central administrative support to the Campus Operations and Campus Development teams within Estates, as well as a customer focused service dealing with frontline enquiries from both internal and external customers.- This is a full time, open-ended position.**Salary**: £21,197 - £23,144 per annum (Grade 3).-
**Date advert posted: Monday, 13 March 2023**

**Closing date: Monday, 3 April 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.**

**Job Purpose**
Provide an administrative service to the Estates Senior Management Team engaging and completing a range of routine tasks to meet operational and customer service requirements. Providing support to the Estates Office Manager in a range of activities, including HR, recruitment and administrative support, thus ensuring the Estates Senior Management team is supported and key duties undertaken.**Duties and Responsibilities**

**Key Duties**
- Support the Estates Office Manager in providing an efficient, professional and customer centric administrative support service to the Estates Senior Management Team - including diary management, arranging / accepting meetings and dealing with competing demands.
- Deal with a range of enquires from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly.
- Establish working relationships with key contacts to help improve service levels.
- Gather and analyse data to update administrative systems with accurate information,
- Undertake a variety of administrative duties to support the team and department - including co-ordinating the collation of specific information requested for various departmental returns.
- Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team.

**Specific Duties**
- Produce documentation, schedule and organise meetings as requested, take minutes and ensure all information is uploaded to the relevant Teams Site accordingly.
- To monitor the completion of induction, probation, mandatory training and annual PDR processes and to act as the liaison between Estates and Central HR in relation to these as required.
- To support the administration of the Estates Absence Reporting process - including monitoring Bradford Factor Scores and providing this information to line managers. This will enable them to make informed decisions.
- Update and maintain the Estates Organisational Charts.

**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**

**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 requirements 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**
- Experience of working in a Higher Education environment.
- Fluency in Welsh, w

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