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 Division of Population Medicine School of Medicine College of Biomedical and Life Sciences An exciting opportunity has arisen for an Administrative Assistant to join the Division of Population Medicine within the School of Medicine at Cardiff University. The role holder will work as part of a wider team to provide an administrative service to the Division, undertaking a range of administration tasks to support operational and customer service requirements. This will include providing guidance on administrative processes, processing orders and invoices for payments, updating financial spreadsheets to monitor payments and liaising with HR to provide them with absence information. The successful applicant will have experience of working in an administrative role. They will demonstrate that they have organisational and communication skills. They will have experience of using their initiative, manage a varied workload, and respond to queries in line with established procedures and practices. For informal enquiries, please contact Julie Airey, Operations Manager on Aireyj@cardiff.ac.uk The post is based at the Heath Park site. Cardiff University offers many excellent benefits, including 40 days pro rata annual leave (incl bank holidays), local pension scheme, a cycle to work scheme and other travel initiatives, annual increments within 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. This post is part time (7 hours per week), fixed term until 31st March 2028 and available immediately. This post requires the successful candidate to be on site, either one full day or two half days. Salary: £25,249 - £26,093 per annum pro-rata for hours worked (Grade 3). Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances. Closing date: Tuesday, 5 May 2026 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. We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. 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 PURPOSE Provide an administrative service to the Division of Population Medicine, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on all aspects of administration, ensure the core Division administration team is supported, and key duties undertaken. DUTIES AND RESPONSIBILITIES Key Duties Deal with a range of enquires from internal (staff & students) and external (members of the public) customers in a professional manner, establishing their needs and adapting the 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 improve service levels. Undertake a variety of administrative duties to support the team and department. 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. Specific Duties Undertake a variety of administrative duties to support the academic staff within the Division. This will include working with colleagues in making travel arrangements, booking rooms, arranging meetings. Responsible for managing and dealing with all requests received to the Division email accounts. This will be general queries on processes, requests for information, placing orders and processing payments in line with the School and University regulations. Provide general administrative support and advice with the travel system; SAP Concur Being part of a reception rota list for the reception to the Neuadd Meirionnydd Building Monitoring and liaising with line managers to input up to date absence information into a excel spreadsheet, then sharing this information with School HR Office. Inputting expenditure information into an excel spreadsheet and subsequently checking all payments are made using Oracle system. Updating Division inventory: inputting information into an excel spreadsheet when computer hardware is purchased. Using software system; Business Objects to send out monthly expenditure reports to academic researchers. Collaborate with colleagues to make recommendations for developments of established processes and procedures Actively participate in team and Divisional operational meetings 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. HOW WE WILL SUPPORT YOU IN PERFORMING THIS ROLE We want to support and develop you in the role, using a combination of the following to help you reach your full potential. Regular one-to-one meetings with your line manager. An experienced and supportive team around you. Sign-posting support from Division Dignity and Wellbeing Officers Support to undertake job-relevant training and development, as identified by your Line Manager. This could be informal or could be an apprenticeship leading to a formal qualification, such as Business administration NVQ. A staff mentoring scheme. Support to learn Welsh or to update language skills. PERSON SPECIFICATION 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. 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. 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-BR NUMBER-JOB TITLE] and attach it to your application in the recruitment system, available here. 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). Essential Criteria Ability to carry out a variety of administrative tasks, including writing clearly and concisely. Experience of working in an administrative or office setting. Experience of using common office IT packages (e.g. MS Office, e-mail etc.). 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 wide range of people effectively and courteously whilst maintaining professional standards, 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 (to colleagues and members of the public) 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 problems and respond to queries, finding and proposing the best solution. A willingness to assist other administrative colleagues with general administrative tasks Desirable Criteria Experience of working in a Higher Education environment. Ability to speak/understand Welsh or a willingness to learn.