Administrative Officer

6 months ago

Cardiff, United Kingdom Cardiff University Full time

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**
- Provide detailed advice and guidance on the GW4 BioMed MRC DTP processes and procedures to internal and external customers (staff, students and industry partners), using judgement and creativity to suggest the most appropriate course of action where appropriate, contributing to the resolution of more complex issues.
- Cooperate with others to make recommendations to improve our ways of working.
- Establish productive relationships with key individuals to help improve the level of service the team provides to its customers.
- Gather and analyse data so that informed decisions can be made, establishing basic trends and patterns in the data and providing reports and recommendations to report back to the Management Board and funders.
- Liaise with industry partners, institutions and students to establish and manage the DTP’s placement programme.
- Manage the planning, organising and administration of training events, workshops and networks.
- Administer the process to manage the award of funding for additional student activities, such as placements and research visits.
- Manage the administration of our student progress subcommittee and our Management Board meetings.
- Manage the administration of expense claims.
- Maintain accurate records and audit trails relating to all MRC GW4 BioMed DTP administration.
- Administer the sharing of appropriate student information with partner universities to facilitate student access to appropriate training, systems and resources, ensuring that data protection requirements are met.

**General Duties**
- Abide by all University policies and undergo appropriate personal and professional development.
- Independently perform a variety of administrative duties to support the DTP, performing other duties occasionally 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 highly organised, professional team player who will work closely with internal and external colleagues to provide a supportive service to staff and students.
- This role may be an opportunity for you to build on your experience from working in a previous administrative role with particular interest in project management and DTP/PGR administration, showing your transferable skills, and aptitude to be successful in this busy 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 communicate in writing clearly, concisely, and effectively to provide detailed advice and guidance on our Doctoral Training Partnership.
- Evidence of a good standard of numeracy and IT literacy.
- Experience of working in either an administrative or project management role and the ability to set up standard office systems and procedures, making improvements to these as appropriate.
- Ability to adapt specialist and complex information effectively to communicate with range of customers with varying levels of understanding.
- Ability to advise and influence key stakeholders in your area of work.
- Ability to explore customers’ needs and adapt the service you provide accordingly to ensure a quality, accessible service is delivered.
- Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions.
- Ability to set and work to deadlines, planning and monitoring your priorities and those of the team.
- Strong planning and organisational skills with an eye for detail.

**Desirable Criteria**
- Specialist knowledge of doctoral training programmes or PGR Administration.
- Experience of coordinating training events.
- Knowledge of higher education recruitment.
- Ability to speak/understand Welsh or a willingness to learn.

**Additional Information**

**HOW WE WILL SUPPORT YOU IN PERFORMING THIS ROLE**

We want to support and develop you in the role, using a combination of the following to help you reach your full potential.- Regular one-to-one meetings with your team leader.
- An experienced and supportive team around you.
- Support to undertake job-relevant training and development, as identified by your Line Manager. This could be informal or could be an apprenticeship leading to a formal qualification, such as Business administration NVQ.
- A staff mentoring scheme.
- Support to learn Welsh or to update language skill

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