Administrative Officer

1 month ago

Cardiff, United Kingdom Cardiff University Full time

**Advert**

**Administrative Officer - Legal Services**

The Legal Services team in the University Secretary's Office is seeking to recruit a part-time (0.5 FTE) Administrative Officer. The team provides legal advice and representation to the University, its Council, and committees, as well to senior management and other colleagues.
- Specifically, we are looking for a person who thrives in a team environment and is motivated to deliver a high-quality administrative support service to the department and key stakeholders.
- You will be a highly motivated team player and capable of working under pressure in a professional manner. You will have strong planning and organisational skills and a proven ability to build good working relationships across all levels of an institution.
- 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.
- This post is part time (17.5 hours per week) and open-ended.**Salary**: £24,715 - £28,929 per annum, pro-rata (Grade 4)**Date advert posted: Wednesday, 17 May 2023**

**Closing date: Sunday, 4 June 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.**
- Providing comprehensive and professional administrative support to the University lawyers in the University Secretary’s Office.
- 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**
- As the first point of contact for requests for legal advice through the Legal Services portal you will provide detailed advice and guidance on the Legal Service Team’s processes and procedures to internal and external clients (staff, students or members of the public) and exercise discretion.
- Using judgement and problem solving skills to suggest the most appropriate next step for those contacting Legal Services, and seeking additional information from the client’s as required.
- Set up and manage a case management system to triage and manage requests for legal advice.
- Set up standard operating procedures for Legal Services to manage service expectations.
- Establish productive relationships with key individuals (University colleagues and external lawyers’ teams) to help improve the level of service the team provides to its client’s.
- Set up and administer a process to align legal spend data across the University to allow analysis of spend and assess compliance with the Legal Services Framework and providing reports and recommendations for management.
- Administer the procurement of external lawyers from the Legal Services Framework
- On behalf of the University lawyers, manage the progress of a case by pursuing deadlines and instructing colleagues across the University to follow up requests for information and documents.

**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 (Legal Services provision), 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 detail

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