Advert
Administrator
School Operations Team
The School of Modern Languages is seeking to appoint a full-time School Operations Administrator to provide comprehensive professional support and high quality service to the School across a range of activities.
You will work as a member of the School’s Operations Team, working closely with the School Manager and School Operations Manager to ensure the smooth running of school activities and functions. This will include (but is not limited to) public events; front of house services at peak times; internal school communications; elements of Health Safety and Well Being; elements of Facilities Management, and special projects.
The ideal candidate will enjoy working across a diverse range of functions, have substantial experience working in an administrative role.
The post is full-time (35 hours per week), fixed term to 31 July 2026, and available immediately.
Salary: £28,031 - £31,236 per annum (Grade 4).
The post is based in the School building on Park Place, Cardiff.
The majority of roles at Cardiff University are currently operating under “blended working” arrangements, with staff having the flexibility to work partly from home and partly from the University campus depending on specific business requirements. Discussions around these arrangements can take place after the successful candidate has been appointed.
Cardiff University offers many excellent benefits, including 37 days annual leave (plus bank holidays), pro rata for part time staff, local pension scheme, a cycle to work scheme and other travel initiatives, annual increments up the pay scale, and more. It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.
Closing date: 7 September 2025
This post has previously been advertised to employees of Cardiff University only. We now invite external applications.
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.
Job Description
Key Duties
* Provide operational and administrative support, along with detailed advice and guidance on processes and procedures to staff, students or members of the public relating to a range of school activities, as detailed in the job advert. In undertaking these duties, use judgement and creativity to resolve any issues that may arise, suggesting the most appropriate course of action.
* Work with others to make recommendations to improve our ways of working and contributing to the solving of more complex issues.
* Act as the primary liaison point for academic staff for event organisation and operations, and externally facing point of contact for all event enquiries. This will include providing advice and guidance on the planning and delivery of a wide range of events (both face to face and virtual), such as public lectures, cultural events, VIP visits and larger conferences. Manage / host online events using Zoom and Teams and offering support to hybrid events. Editing recorded events using LearnPlus for the School’s YouTube channel.
* To provide operational support for multiple events and projects with over-lapping timescales, working unsupervised to deadlines. This will include undertaking a range of tasks including planning, maintaining the School’s events database, booking of venues, hotels and catering, co-ordinating RSVP lists, and managing ticket purchases / reservations online using Microsoft forms, producing and assembling conference and promotional materials, communicating with and supporting delegates and speakers, managing / hosting online events using Zoom and Teams and offering support to hybrid events and editing recorded events using LearnPlus for the School’s YouTube channel.
* Provide front of house/reception services at peak times.
* Produce and distribute the School’s monthly event listings, liaising with colleagues across the School to ensure a comprehensive list of activity, adapting information and style for each audience type and authoring and /or editing information.
* Monitor events budgets and provide costings, ensuring best value is achieved, and reporting on budgets as required.
* Work with colleagues from the School and College to contribute to, and facilitate, communications / marketing plans in accordance to a prepared cycle of activity.
* Upload information onto the School / University webpages, using Squiz and drafting news items for Cardiff Confucius Institute / School of Modern Languages webpages.
* Work alongside central teams to manage and maintain accurate and up to date information on the external web pages and internal MLANG intranet, such as course finder.
* Represent the school at events and communications meetings, and other relevant internal and external networks. To also establish working relationships with key contacts across the School, College and University, sharing best practice and helping to improve the delivery of activities within in the school as a result.
* Gather and analyse data (e.g. feedback from events / activities) so that informed decisions can be made, establishing basic trends and patterns in the data and providing reports and recommendations for management.
* Instruct and guide colleagues across the University within public events and special projects as required.
General Duties
* Perform other duties which are not included above, but which will be consistent with the role.
* Abide by all University policies and undergo appropriate personal and professional development.
* Uphold the University and School Professional Services Values & Behaviours.
Person Specification
Essential Criteria
* Ability to communicate in writing clearly, concisely, and effectively to provide detailed advice and guidance on public events, (including recruitment events), and school-based communications activity.
* Evidence of a good standard of numeracy and IT literacy, with experience of using specialist software for events and communications management e.g. microsoft forms, web editing software (such as squiz).
* Experience of working in an administrative role or environment and ability to set up standard office systems and procedures, making improvements to these as appropriate.
* Specialist knowledge and experience in relation to events planning and management.
* Experience of using social media within an institutional/company framework to promote and encourage attendance at events.
* Ability to communicate specialist and complex information effectively and professionally to a range of customers/service users with varying levels of understanding.
* Ability to explore customers’/service user needs and adapt the service you provide accordingly to ensure a quality service is delivered.
* Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions.
* Ability to work unsupervised to deadlines, planning, setting and monitoring your priorities and those of the team.
Desirable Criteria
* Experience of writing briefings to inform newsletter, web news items etc
* Experience of working in a similar role or environment, e.g. Higher Education.
* Ability to speak/understand Welsh or a willingness to learn.
Salary Range Min.
28,031
Salary Range Max.
31,236
Job Category
Admin / Clerical
Grade
Grade 4 #J-18808-Ljbffr