School Administrator

5 months ago

Cardiff, United Kingdom Cardiff University Full time

**Main Job Purpose**
To provide a highly professional human resources service for the School, engaging and completing a range of routine tasks to meet operational and customer service requirements. Provide general HR advice and guidance and to add value through continual improvement of the School’s HR function.
- To provide a comprehensive professional administrative support to the Head of School and the School Management Team with a focus on HR, school committees and events, and some PA/diary management support.
- To support the School’s central services team on a range of other areas of support including projects, health and safety, facilities management and front of house (reception) services.
- **Duties and Responsibilities**

**Key Duties**
- Provide detailed advice and guidance on HR processes and procedures to internal and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate, contributing to the resolution of more complex issues. Examples of support include:

- co-ordinating routine HR processes, liaising with relevant parties to ensure deadlines are met, ensuring accurate electronic records are maintained and running regular data reports to support your work and School/University processes.
- providing administrative support to a range of HR processes, including recruitment, probation, sickness and other absence, and professional development reviews (PDRs).
- providing advice and support to a range of HR processes, including resignations, retirements, statutory absences, occupational health referrals, pay and contract changes.
- Maintain and manage the diary of the Head of School and drafting and preparing correspondence, gathering and analysing data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate.
- Support the senior management team, including committee servicing and minute taking, preparing agenda and papers, producing and circulating actions from meetings, and monitoring progress on actions and deadlines.
- Undertake a variety of other administrative duties to support the School’s management functions and central services which includes arranging internal and external meetings, contributing to school and university projects, health and safety, facilities management, and providing cover as required for the school’s front of house (reception) services.
- Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the AHSS College, the University’s Schools/Directorates and outside bodies as required.
- Collaborate with others in order to make recommendations for developments of established processes and procedures.
- Instruct and guide other employees across the University in relation to the business of the Head of School and the School’s academic and professional services management teams.

**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 and Behaviours or local equivalent.

**Person Specification**
- **Essential Criteria**

1. Ability to communicate clearly, concisely and effectively to provide detailed advice and guidance on human resource processes and procedures.
- 2. Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.- 4. Experience of working in a similar role or environment e.g., Higher Education or another large complex organisation, where responsibilities have included servicing committees or workgroups and taking minutes of meetings.
- 5. Specialist knowledge of HR processes and procedures within a workplace context.
- 6. Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered at all times.
- 7.Ability to set up standard office systems and procedures as well as providing suggestions for, and implementing, system and process improvements.
- 8. Evidence of ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available.
- 9. Evidence of ability to work unsupervised to deadlines, planning, setting and monitoring your priorities and those of the team.
- **Desirable Criteria**

1. Experience of diary management for another colleague or manager.
- 2. Experience of using systems software (eg. Business Objects) and MS Excel to collate and present management data.
- 3. Ability to speak/understand Welsh, or a willingness to learn.

**Salary Range Min.**
- 26,444

**Salary Range Max.**
- 29,605

**Job Category**
- Admin / Clerical

**Grade**
- Grade 4

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