Administrative Assistant - Cardiff, United Kingdom - Cardiff University

Cardiff University
Cardiff University
Verified Company
Cardiff, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description

Advert

Administrative Assistant
Cardiff University's Student Occupational Health team is seeking to appoint an enthusiastic Administrative Assistant, with an interest in contributing to the continuous improvement culture within the existing team. The post is full time, 35 hours per week, and open ended.

  • Standard Shift Pattern
  • Monday to Friday
    Salary: £22,197 to £24,144 per annum (Grade 3)
    Cardiff University offers many excellent benefits, including 32 days annual leave (plus bank holidays), pro rata for part time staff, local pension scheme, a cycle to work scheme and other travel initiatives, annual increments up the pay scale, and more. It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.

Date advert posted:
Thursday, 16 March 2023

Closing date:
Thursday, 30 March 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.

Key Duties

  • Provide accurate and confidential secretarial support to the Occupational Health Physicians, liaising with and advising internal and external professionals and students.
  • The delivery of high quality, accurate medical reports with utmost attention to detail.
  • Maintain an effective audit trail using the systems and databases available to ensure student appointments are followed up and all actions are undertaken as required.
  • To become familiar with the breadth of student support services at Cardiff University and relevant services elsewhere within the university.
  • Management of electronic diary system for room bookings, team members' diaries and group calendars.
  • To be responsible for maintaining, updating and conducting standard searches with the databases or spread sheets to produce standard reports and establishing new systems where appropriate.
  • To maintain/set up office systems and processes, suggesting improvements and contributing to their continued development.
  • To take responsibility for the administration of a specific event, project or area of work as directed by linemanagement.
  • To organise travel (taxi) for members of the Student Support Centre, upon request.
  • To support the work of the team, to contribute to team meetings, develop good practice within the team and assist colleagues in their work.

General Duties

  • Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
  • To abide by all University policies including Health and Safety and Equality and Diversity and act in accordance with University values and behaviours.
  • Perform other duties occasionally which are not included above, but which will be consistent with the role.

Person Specification

Important notice:


  • Please ensure that the evidence you are providing corresponds with the numbered criteria outlined below.

Essential Criteria
Qualifications and Education

  • NVQ 2/GCSE level A-C or equivalent
Knowledge, Skills and Experience

  • Significant experience of providing administrative and front of house and secretarial support ideally in a healthcare services environment using common office IT packages (e.g. MS Office).
  • Demonstrable knowledge of GDPR requirements in the context of clinical service provision.
  • Experience of setting up standard administrative systems and procedures and contributing to process improvement.
  • The ability to speak Welsh at an entry level (if you do not already meet this standard, you will need to agree to training in order to comply with this criteria. Training will be provided by the University).
Customer Service, Communication and Team Working

  • Ability to communicate effectively and professionally with a wide range of stakeholders.
  • Ability to work as an effective team member, providing advice and guidance to other team members where necessary.
  • Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate.
Planning, Analysis and Problem Solving

  • Ability to plan, prioritise and organise own workload within established time scales and use initiative in solving problems ensuring compliance with standard procedures and practices.
Other

  • A willingness to undertake further training and development.

Desirable Criteria

  • A levels or equivalent.
  • Knowledge of Higher Education sector in a student facing role.
  • Experience of working with people from different cultural backgrounds.

Salary Range Min.
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