Administrative Assistant - Cardiff, United Kingdom - Cardiff University

Cardiff University
Cardiff University
Verified Company
Cardiff, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

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Administrative Assistant


Cardiff University's Estates department is responsible for developing and maintaining the University's physical estate to support the University in achieving its aims and objectives.

We also provide a wide range of services and business operations to students, staff and visitors at Cardiff University.

  • We are looking to recruit an Administrative Assistant to support the Estates Office Manager. You will provide a central administrative support to the Campus Operations and Campus Development teams within Estates, as well as a customer focused service dealing with frontline enquiries from both internal and external customers.
  • This is a full time, openended position.

Salary:

£21,197 - £23,144 per annum (Grade 3).-
Date advert posted: Monday, 13 March 2023

Closing date:
Monday, 3 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.

Job Purpose

Provide an administrative service to the Estates Senior Management Team engaging and completing a range of routine tasks to meet operational and customer service requirements.

Providing support to the Estates Office Manager in a range of activities, including HR, recruitment and administrative support, thus ensuring the Estates Senior Management team is supported and key duties undertaken.


Duties and Responsibilities

Key Duties

  • Support the Estates Office Manager in providing an efficient, professional and customer centric administrative support service to the Estates Senior Management Team including diary management, arranging / accepting meetings and dealing with competing demands.
  • Deal with a range of enquires from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly.
  • Establish working relationships with key contacts to help improve service levels.
  • Gather and analyse data to update administrative systems with accurate information,
  • Undertake a variety of administrative duties to support the team and department including coordinating the collation of specific information requested for various departmental returns.
  • Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team.

Specific Duties

  • Produce documentation, schedule and organise meetings as requested, take minutes and ensure all information is uploaded to the relevant Teams Site accordingly.
  • To monitor the completion of induction, probation, mandatory training and annual PDR processes and to act as the liaison between Estates and Central HR in relation to these as required.
  • To support the administration of the Estates Absence Reporting process including monitoring Bradford Factor Scores and providing this information to line managers. This will enable them to make informed decisions.
  • Update and maintain the Estates Organisational Charts.

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 an administrative or office environment.
  • Proficient in using common office IT packages (e.g. MS Office).
  • Ability to set up standard administrative systems and procedures.

Customer Service, Communication and Team Working

  • Ability to communicate effectively and professionally with a wide range of people.
  • 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 requirements where appropriate.

Planning, Analysis and Problem Solving

  • Ability to plan, prioritise and organise own workload within established time scales.
  • 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

  • Experience of working in a Higher Education environment.
  • Fluency in Welsh, w
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