Internal Only

2 weeks ago

Cardiff, United Kingdom Cardiff University Full time

The School of Biosciences is seeking to appoint a self-motivated and enthusiastic individual to join its Professional Services team in the School Office. The post holder will work closely supporting other administrative teams within the School to undertake a range of administrative tasks related to the recruitment and contract management of staff at the School and maintenance of School records/mailing lists. As a member of the School Office team, the postholder will also deal with a wide range of both internal and external enquiries and provide administrative support to the Head of School, School Manager and other management staff in the School Office. Duties will include: the registration of all new staff and visitors to the School and the provision of security access for them; diary management and administrative support for the School Manager; committee secretarial support including minute/note-taking; web editing to update the School website and overseeing the room booking and management of events taking place at the School.
- **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 School Office team and School of Biosciences.
- 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 day-to-day operational tasks of the School Office and the local administrative teams within the School with the processing of confidential data relating to the recruitment and contract management of staff employed at the School of Biosciences, to include: preparation of interview documentation; registration and arrangement of access requirements for new staff, updating School records and mailing lists for staff starters and leavers, as appropriate and the issue and monitoring of probation documentation and annual performance development reviews.
- Provide administrative support to the Head of School, School Manager and School Office Manager in the School Office, including diary management for the School Manager and assistance with the planning and organisation of School meetings and events, e.g. booking venues and making catering and audio/visual arrangements.
- Provide secretarial support to School Committees, as required, including minutes/note-taking at meetings.
- Undertake web editing tasks to update and maintain School website content.

**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 and 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**

1. Ability to carry out a variety of administrative tasks, including writing clearly and concisely.
- 2. Experience of working in an administrative or office setting.- 4. Ability to set up and maintain standard administrative systems and procedures, including University systems to collate and record data online and in hard copy. (Training will be provided where required).
- 5. 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.
- 6. Ability to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and members of the public) as appropriate.
- 7. Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary.
- 8. Ability to plan and

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