Key Duties
* Provide secretariat support (diarising of meetings, coordinating agendas, sending papers, taking minutes and other related tasks) to the Taith programme. This mainly involves (but not exclusively) the company Board, the Audit, Risk and Assurance Committee, the Taith Advisory Board, the Funding Committees, the Sector Stakeholder Groups and formal meetings with the Welsh Government.
* Develop and maintain the annual schedule of meetings.
* Support the management of the corporate directory, ensuring policies are regularly reviewed and updated, and develop new policies as required.
* Provide administrative support for HR-related matters, such as recruitment, performance management, induction and management of probation periods, and learning and development. Be the lead contact with Cardiff University's HR team for all HR-related training, queries and activities.
* Support and guide team members in welfare issues, escalating as necessary to specialist support areas.
* Oversee the Taith Office and support the Taith Enquiries mailboxes, dealing with queries and correspondence in line with the agreed timescales, providing excellent customer service.
* Provide financial administrative support including the raising of purchase orders and liaising with external suppliers.
* Support administrative elements of the programmes funding calls, including eligibility checks.
* Use specific software related to daily tasks including but not limited to; Directors Desk, Kenexa, Core, Oracle EBS and Jotform (training provided for all software).
* Support the management of the office space including monitoring capacity and equipment and liaising with estates/facilities management to ensure office maintenance.
* Provide administrative support for the website including uploading content to the content management system (training provided).
* Maintain team standard operating procedures to ensure processes can be picked up during team members absence.
* Collaborate with others in order to make recommendations for the development and improvement of established processes and procedures.
* Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with relevant internal and external contacts.
* If needed, Supervise the day-to-day work for any agency administrative staff.
General Duties
* Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
* Abide by all University policies and undergo appropriate personal and professional development.
* Perform other duties occasionally which are not included above, but which will be consistent with the role and previously discussed and agreed with the Line Manager/Senior Leadership Team.
Person Specification
Essential Criteria
Qualifications and Education
* NVQ 3/A-Levels or equivalent.
Knowledge, Skills and Experience
* Specialist knowledge of appropriate administrative systems and processes, including experience of providing secretariat support.
* 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.
* Evidence of a good standard of numeracy and IT literacy.
Customer Service, Communication and Team Working
* Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
* Ability to advise and influence key stakeholders in your area of work.
* Evidence of ability to explore customers' needs and adapt the service accordingly to ensure a quality service is delivered.
Planning, Analysis and Problem solving
* 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, including reacting to changes in workload and priorities.
Desirable Criteria
* Experience of supervising others work.
* Experience of working in Higher/Further/Vocational/Adult Education/ Third Sector/School and Youth Sectors.
* Fluency in Welsh, written and oral.
Salary Range Min.
28,031
Salary Range Max.
31,236
Job Category
Admin / Clerical
Grade
Grade 4