Administrative Assistant - Cardiff, United Kingdom - Cardiff University

Cardiff University
Cardiff University
Verified Company
Cardiff, United Kingdom

6 days ago

Tom O´Connor

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Tom O´Connor

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Description

Advert

Administrative Assistant


Following the promotion of a previous postholder, the Development & Alumni Relations Team are seeking to recruit an Administrative Assistant to provide an effective, efficient, and friendly customer and administrative service for the Development and Alumni Relations department.

The department secures funding from donors to support research and learning at the University, and helps alumni (graduates) engage with and support the University.


  • We are looking for an enthusiastic, positive and reliable individual to provide effective administrative support across the department, to meet operational and customer service requirements. Working across standard University systems, you will provide general administrative support (such as purchasing, HR, data entry and analysis, mailing and event assistance, and more) for team members.
  • You should have previous experience of working in an office environment and possess good IT skills (across all MS Office packages), and the ability and desire to offer outstanding customer service.
  • Development and Alumni Relations is a friendly, supportive department which strongly encourages learning and personal development. You will have regular onetoones and opportunities to work with mentors. Previous Administrative Assistants have undertaken NVQ level 3 training, and have progressed to increasingly senior / specialist roles, in the University and in other organisations.
  • The post is openended, full time (35 hours per week, Monday-Friday) and is available immediately.

Salary:

£22,197 - £24,144 per annum (Grade 3)


Date advert posted:

Monday, 20 March 2023

Closing date:
Monday, 17 April 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.

  • Provide an administrative service to the Development and Alumni Relations department engaging and completing a range of routine tasks to meet operational and customer service requirements. Providing administrative support and guidance to all department members, as well as a welcoming and responsive customer focused front line service for alumni and friends of the University, ensure the Development and Alumni Relations team members are supported and key duties undertaken.
    Key Duties
  • Deal with a range of enquires from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly
  • Collaborate with others in order to make recommendations for developments of established processes and procedures
  • Establish working relationships with key contacts to help improve service levels
  • Undertake a variety of administrative duties to support the team and department
  • Gather and analyse data to update administrative systems with accurate information, establishing basic trends and patterns in any data submitted
  • Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team

Specific Duties

  • Plan and organise in person/online meetings, assist with the administration of alumni and donor events which may include external participants, organise and book travel and take minutes of meetings.
  • Input into and interrogate a departmental database, producing established reports and letters
  • Maintaining filing systems and archives
  • To support financial processes, raising purchase orders using the University's finance system, process expense claims, and raise invoices, liaising with suppliers to seek prompt resolutions
  • To assist with general office administration, including ordering stationery, updating staff annual leave planner, photocopying, postal management, filing and mailshots

General Duties

  • Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
  • Abide by University policies on Health and Safety and Equality and Diversity
  • Perform other duties occasionally which are not included above, but which will be consistent with the role

Person Specification

WHAT YOU WILL NEED TO BE ABLE TO PERFORM THIS ROLE (PERSON SPECIFICATION)

There are usually certain skills, qualifications, or experiences that any employee should have before they can be considered for a role.

Some of these will be essential and you would not be able to perform the role without them, but some are desirable.

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Essential Criteria

Qualifications and Education

  • NVQ 2/GCSE level A-C
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