Administrative Officer - 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

JOB PURPOSE


Provide an administrative service to the Estates & Campus Facilities department, engaging in and completing a range of routine Project and Finance Support / Administration tasks, and providing support and guidance to meet operational and customer service requirements.


  • This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you can also choose to spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting worklife balance.
  • 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.
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DUTIES AND RESPONSIBILITIES

Key Duties

  • Support the Administration Team Leader (Project & Finance Support) with project administration, including:
  • Planning and organising project meetings,
  • Attending meetings, recording minutes /notes / actions as required,
  • Producing documentation (e.g. agenda's, minutes, action logs) and distributing as appropriate
  • Chasing key actions for completion.
  • General liaison with Projects Managers and Consultants.
  • Undertake routine financial administration tasks, including:
  • Raising purchase orders,
  • Reconciling invoices,
  • Producing standard reports,
  • Processing recharges.
  • Support the Administration Team Leader (Project & Finance Support) with finance activities associated with quarterly forecasting and yearend (e.g. reviewing open orders, dealing with commitments, collating itinerary data, and liaising closely with the Estates Finance Team and budget holders).
  • Assist with the management of the department's equipment (e.g. mobile phones, IT equipment, stationary and uniform including liaising with suppliers and maintaining records)).
  • Assist with the management of departmental archives including logging, storage, and retrieval of files (both digital and hard copy).
  • Deal with a range of enquires from internal and external customers in a professional manner, establishing their needs and adapting 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 continually improve the level of service the team provides to its customers.
  • 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.

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 or 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).
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Essential Criteria

  • Ability to carry out a variety of administrative tasks.
  • Experience of working in an administrative or office setting.
  • Ability to set up and maintain standard administrative systems and procedures, including using University systems to collate and record data online and in hard copy. (Training will be provided where required).
  • Ability to communicate with a diverse range of people effectively and courteously whilst maintaining professional standards and high levels of customer service at all times, adapting your language and style of communication depending on who you are communicating with.
  • Ability to work well with your team, knowing how to give advice, guidance, and feedback as appropriate.
  • Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary.
  • Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.
  • Ability to use your initiative to solve
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