Key Duties
* Handle enquiries from customers such as University staff, students and members of the public in a professional manner.
* Follow existing procedures to complete tasks, referring more complex queries to your line manager, making sure all relevant information is passed on accurately.
* Establish good working relationships with key contacts to help support and improve how you and the team deliver work.
* Undertake a variety of routine administrative duties to support the team and department, e.g. answering emails, updating information and filing (electronically.
* Gather and input information to update administrative systems accurately (training will be provided on relevant systems).
* Take an active role in the team, working towards meeting team objectives and supporting other team members, including contributing to the training of new team members.
Specific Duties
* Organise and take minutes/notes at meetings.
* Input information into a database and use it to produce standard reports and letters.
* Assist in the processing of standard forms, liaising with other teams as needed.
* Maintain filing systems and archives (mostly online).
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.
Please note: A Disclosure and Barring (DBS) check will be carried out for the successful candidate.
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 in administration or for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University.
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 accurately, clearly and concisely.
* Ability to communicate with people effectively, courteously and with respect face to face, over the phone and online.
* Ability to record information clearly and accurately to pass on to others.
* Ability to apply confidentiality and discretion in an office environment.
* Basic IT skills, including email, Microsoft Word documents and Microsoft Excel data entry.
* Ability to carry out general administrative duties such as filing, photocopying, arranging meetings and ordering supplies.
* Ability to work well with your team, knowing how to support colleagues as appropriate.
* Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.
* Ability to identify problems using your own initiative and to solve these by finding and proposing the most practical solution.
Desirable Criteria
* Experience of working in an office environment.
* Ability to speak/understand Welsh or a willingness to learn.
Additional Information
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 team leader.
* An experienced and supportive team around you.
* 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.
Salary Range Min.
23,350
Salary Range Max.
23,742
Job Category
Admin / Clerical
Grade
Grade 2