Administrative Assistant - Cardiff, United Kingdom - Cardiff University

Cardiff University

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Cardiff, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

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Description

Advert

Administrative Assistant(s)

School of Physics & Astronomy Cardiff University
Two positions are available for Administrative assistants to join the team at the School of Physics and Astronomy.

Reporting to the Deputy School Manager, you will provide an administrative service to the School, engaging and completing a range of tasks to meet operational and customer service requirements.
You will provide support and guidance on a range of administrative duties, as detailed in the job description, to ensure the professional services team is supported and key duties undertaken.
You will have the ability to communicate effectively and professionally with a wide range of people and the ability to work as an effective team member, providing advice and guidance to other team members where necessary
The roles are full time, 35 hours per week and are fixed term for 24 months.
Work is currently on a Hybrid basis with the balance towards on premises attendance and is determined by the needs of the organisation.

Salary:
£22,197 - £24,144 per annum (Grade 3)-
Date advert posted: Wednesday, 12 April 2023

Closing Date:
Wednesday, 10 May 2023

Job Purpose

Provide an administrative service to the School of Physics and Astronomy, engaging and completing a range of routine tasks to meet operational and customer service requirements.

Providing support and guidance on a range of administrative duties to ensure the professional services team is supported and key duties undertaken.

Responsibilities:

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

Act as secretary to School and Research meetings, taking notes and making general arrangements
Organising school events and setting up regular and adhoc meetings
As part of a team, manage the Schools post room and parcel deliveries and be responsible for the equipment in the room.
Manage the Schools stationery requirements
Arrange car and van hires, couriers, travel and onsite parking for visitors
Act as part of the school reception team, including dealing with internal and external enquiries
Produce the Fortnightly School Newsletter including editing and design and collecting information and articles from staff and students
Produce school data and analysis for internal and external returns
Provide adhoc support to the research administration team which could include but not be limited to; research student support, human resources administration, procurement, small project work,

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

Essential Criteria

Qualifications and Education

NVQ 2/GCSE level A-C or equivalent
Knowledge, Skills and Experience
Significant experience of working in Higher Education administration
3. Experience of organising meetings and events, including note taking
4. Ability to communicate effectively and professionally with a wide range of people
5. Proficient in using common office IT packages (e.g. MS Office), particularly Excel & Word with ability to set up standard administrative systems and procedures
Customer Service, Communication and Team Working
Ability to work as an effective team member, providing advice and guidance to other team members where necessary
7. 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
9. Ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices
Other
A willingness to undertake further training and development
Desirable Criteria
A-Levels or equivalent
2. Experience of using Outlook
3. Experience of using financial software
4. Experience of supervising others
5. Fluency in Welsh, written and oral