Internal Applicants Only – Administrative Assistant

Job title:

Internal Applicants Only – Administrative Assistant

Company

Cardiff University

Job description

School / DirectorateSchool of MedicineAdvertThis post is currently open to employees of Cardiff University only. Please do not apply if you do not have a current contract of employment with the University.Internal Applicants Only – Administrative Assistant (Part-Time)
Division of Psychological Medicine and Clinical Neurosciences
School of Medicine
College of Biomedical and Life SciencesWe are seeking to appoint an Administrative Assistant to become part of the Division of Psychological Medicine and Clinical Neurosciences (DPMCN) core administration team.The postholder will support the various administrative functions within the Division by monitoring shared email boxes and answering or escalating enquiries, updating the Division’s Sharepoint site, and supporting a number of committees. This is an interesting and varied post which will work across the Division and support different groups.
The successful applicant will have good written and verbal communication skills and be able to build good working relationships with a variety of people. Basic IT skills in Microsoft are also essential and training will be provided for the bespoke relevant University systems.This post is based at the Hadyn Ellis Building, Cathays campus.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 40 days 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.How we will support you in performing in this role –
There are some things that you must have before you can start this role (see ‘Essential Criteria’), but other things can be developed either through training, or just by general on-the-job experience. We want to support and develop you once you have started in the role using a combination of the following to get the best out of you:1. Regular one-to-ones with your manager
2. An experienced and supportive team around you
3. Supporting you through job-relevant training and development that you may require
4. A mentoring schemeFor informal enquiries please contact Nicola Benallick ([email protected])This post is part-time (28 hours per week), open ended and is available from 1st November 2024.Salary: £22,728 – £23,114 per annum, pro-rata for part time staff (Grade 2). Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances.Closing Date: Wednesday, 20 November 2024External applications are currently not being considered for this post. If the decision is made to open the post to external candidates, the strapline at the top will be removed and you will be given ample time to apply – please check back periodically for details.Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.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.Post Reference Number19255BRJob DescriptionJob PurposeProvide an administrative service to the Division of Psychological Medicine and Clinical Neurosciences, completing a range of routine tasks to meet operational and customer service requirements, ensuring the core administration team is supported and key duties undertaken.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.Duties and Responsibilities
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.
• Organise room bookings and clinic room bookings, assisting with the alarm testing and reporting of issues in the clinic space.
• Assisting with the inputting of publications in the ORCA repository.
• Assisting with the maintaining of the Divisional Sharepoint and directing colleagues to the site for information.
• Monitoring and maintenance of generic email inboxes, responding to standard enquiries and escalating where necessary.
• Input information into database(s) 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 (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.

Salary Range Max.23,114GradeGrade 2Salary Range Min.22,728Job CategoryAdmin / ClericalAdditional InformationIMPORTANT: Evidencing Criteria
Candidates should evidence that they meet ALL of the essential criteria as well as, where relevant, the desirable criteria.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 . The vacancy reference number (BR Number), in this instance, is 19255BRPlease 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).Career PathwayAdministrative SupportPerson SpecificationEssential 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.
• 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.

Expected salary

£22728 – 23114 per year

Location

Wales

Job date

Fri, 15 Nov 2024 08:35:31 GMT

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