Administrative Assistant

3 weeks ago

Cardiff, United Kingdom Cardiff University Full time

Provide an administrative service to the School/Directorate, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on DedPsy, PGR, Open Access, Ethics and Pre-awards, ensure the Research and Finance 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**

**Key Duties**
- 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.
- 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.
- Provide advice and guidance on DedPsy processes and procedures to internal and external customers.
- Work with research team to co-ordinate the updating of the DedPsy course documentation and updating and maintenance of the relevant webpages.
- Support Postgraduate Research Officer to Co-ordinate all aspects of DedPsy Viva’s, ensuring that regulations are followed, and correct paperwork is completed and returned to Registry.
- Co-ordinate the submission and distribution of all academic assignments and coursework for all three cohorts of DedPsy.
- Working with the Postgraduate Research Officer and the Research & Finance Manager, collate course documentation and evidence in preparation for the Welsh Government annual DedPsy funding claim.
- Provide support to wider research team in the administration of Open Access, Ethics and Pre-Awards.
- Undertake a variety of administrative duties to support the team and department, including attending University Open Days and assisting with the DedPsy selection process.

**Specific Duties**
- Produce documentation, plan and organising meetings, take minutes and ensure any catering arrangements are made.
- Take responsibility for managing workload and updating team calendars and planners.

**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, showing your transferable skills and potential 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**
- Ability to carry out a variety of administrative tasks, including writing clearly and concisely.
- Experience of working in an administrative or office setting.
- 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 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 appro

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