Please note that this job is open only to current members of staff of Cardiff University who are eligible for redeployment.
Internal Redeployment Only - Administrative Assistant - Open Access Support
We are seeking a motivated and detail-oriented Administrative Assistant to join our Open Access team within the University Library Service's Open Research team. You will play a vital role in supporting the university's commitment to open research by helping ensure compliance with funder mandates and the institutional open access policy.
You will deliver a welcoming, customer-focused front-line enquiry service, acting as a key contact for staff and students, offering clear guidance on open access options and requirements and triaging queries to other team members where appropriate. You will provide day-to-day administrative support including managing article processing charges, helping to manage budgets by maintaining accurate records and also monitoring compliance with REF and funder policies. Full training will be provided.
The post is full time (35 hours per week) and open ended.
Salary: £25,249 - £26,093 per annum (Grade 3)
You will be part of a team ensuring that the library services:
* are delivered in a customer friendly and customer focussed way, in line with the Library Service Promise;
* are responsive to the changing needs of University staff, students and those of our partner NHS Health Board/Trusts;
* support the University's teaching, learning and research programmes;
* support the University's strategy
You will engage and uphold the University Library Service's values and behaviours. (See additional information).
We offer an excellent renumeration package including 32 days annual leave per year plus 8 bank holidays, pro rata for part-time staff, as well as access to a range of staff discounts and development opportunities through accredited training.
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.
We want to employ people with a wide variety of experiences. We welcome applications from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We are particularly seeking applications from candidates who come from backgrounds that are underrepresented at the University, including people from Black, Asian and Minority Ethnic communities.
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.
Closing date: Wednesday, 3 December 2025
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.
Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.
Duties and Responsibilities
Key DutiesIn cooperation with other members of the team your role is to:
* deal with a range of enquiries 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 relations with key contacts to help improve service levels;
* contribute to the success of the team leading others through example;
* reconcile, monitor and report on the ULS Open Access publishing budgets;
* ensure the correct and timely payments of funds to publishers in respect of open access charges for research publications;
* reconcile expenditure from the University finance system using relevant reports;
* provide regular expenditure and spending commitment statements for the Open Access funds;
* gather and analyse publisher deals and make recommendations where available;
* ensure research publications are fully compliant;
* assist in managing the institutional repository, inputting and amending records as required;
* assist with the creation and maintenance of Excel spreadsheets for purposes of financial monitoring;
* take operational responsibility for organising and managing specific administrative tasks;
* participate in ULS Project and Working groups;
* liaise with other parts of Professional Services and Academic Schools and external bodies where appropriate;
* undergo personal and professional development that is appropriate to and which will enhance performance;
* ensure the ULS regulations are observed;
* actively contribute to the provision of outstanding research partnerships in line with the University
* Library Service's Customer Care Promise and Customer Service Excellence Award;
* Training and support will be provided.
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.
* You may be required to work in more than one library site during the course of your employment.
Our values
Each of our values defines the behaviour expected of our staff and line managers:
Collaboration
* I am aware of my own behaviour and how it impacts on others
* I work co-operatively with others and share relevant information to achieve objectives
* I consider the wider benefits to our customers
* I share problems and seek solutions that work for everyone
Consistency and excellence
* I provide an excellent service to external and internal customers
* I suggest areas of improvement when processes could be enhanced
* I do not act without consideration of the needs of my colleagues and customers
* I do not avoid difficult tasks that would add best value for my customers
Learning
* I show commitment to my own development including new technology
* I acknowledge mistakes, look for solutions and learn from that process
* I work creatively to analyse problems and develop innovative and workable solutions
Efficiency
* I plan and organise my workload to ensure that meaningful activities are prioritised
* I make effective use of available resources including people, information, data, technology, networks and budgets
* I see change as an opportunity and am receptive to new ideas
Inclusion
* I respect the views and opinions of others
* I demonstrate a commitment to diversity, equality and inclusion and value difference
* I support colleagues and consider and adapt my approach
* I maintain a healthy work life balance and support others to do so
* I do not disrespect or ignore the views of others
* I do not fail to consider the effect of my language and behaviour on others at all times
* I do not ignore the value of a diverse university
The University Library Service is one of number of departments within Cardiff University's Professional Services.
The University Library Service is part of the University's Department of Academic and Student Support Services.
The University Library Service consists of multiple libraries across Cardiff University, providing access to 1.1 million printed books, access to more than 1.5 million online books, journals and resources, and an extensive range of rare and historical books and archives. Each library operates in close co-operation with its academic schools to ensure that the services they offer continue to meet the needs of all teaching, learning and research groups. The University Library Service also delivers services to Cardiff and Vale University Health Board, Velindre University NHS Trust, and the NHS Wales Library and Knowledge Service Partnership.
As well as housing printed and electronic books and journals, the libraries also offer many services to enable specialist research, including the SURE team of systematic reviewers and unique research collections such as Special Collections and Archives, the European Documentation Centre, and other archive facilities.
The University Library Service is committed to excellent customer service. The Library Service has been awarded the 'kitemark' of the UK Government's national Customer Service Excellence standard, which recognises that customer service is at the centre of our services. We are committed to providing a service which is friendly, helpful and responsive to the needs of our customers and do everything reasonably possible to ensure the reliability of our services.
Person Specification
Your application will be assessed against the following essential and desirable criteria for the role. Please copy and paste this section into a new document and give clear examples of how you can evidence meeting each criteria by writing under each one. You can draw on elements from any aspect of your life (e.g. work, home, education/qualifications or community life) as long as you focus on their relevance to the role.
Please save your supporting statement in a separate document with the title [YOURNAME - XXXXXBR - Administrative Assistant - Open Access Support] and attach it to your application in the recruitment system.
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) where applicable.
Essential Criteria
1. NVQ2/GCSE level A-C or equivalent relative experience.
2. Evidence of an ability to plan, prioritise and organise own work flexibly, working unsupervised to deadline.
3. Demonstrable experience of using IT applications such as Microsoft Officer, including Excel, e-resources, email and the internet.
4. Strong numeracy skills with a commitment to accuracy and attention to detail.
5. Ability to communicate effectively and professionally with a wide range of people.
6. Ability to work as an effective team member, providing advice and guidance to other team members where necessary.
7. Evidence of ability to explore customers' needs and adapt the service accordingly to ensure a quality, user focussed service is delivered.
8. Experience of working in an administrative, financial or similar role.
9. Ability to use initiative in solving problems and responding to queries, ensuring compliance with standard procedures and practices.
10. Demonstrable commitment to Continuing Professional Development (CPD) with a willingness to participate in training activities, including IT.
Desirable Criteria
A levels or equivalent.
Familiarity with the concepts of open access publishing and institutional repositories in the Higher Education environment.
Knowledge of commercial publishing practices and academic journal management.
Experience of working in a Higher Education Environment.
Fluency in Welsh, written and oral.