Undergraduate Student Services Administrator

18041BR

School of Physics & Astronomy

Administrative Support

Advert

Undergraduate Student Services Administrator
School of Physics & Astronomy
Cardiff University

A position is available for an Undergraduate Student Services Administrator to join the administrative team at the School of Physics and Astronomy.

Reporting to the Education Support Officer you will provide comprehensive professional administrative support for the School’s undergraduate programmes and students.

You will provide support and guidance on all aspects of undergraduate student administration to a wide range of customers.

You will have excellent communication and interpersonal skills, a high level of IT competence, evidence of the ability to work unsupervised to deadlines and experience of working in an administrative role preferably within a student support team.

MPORTANT NOTE TO CANDIDATES: It is the University’s policy to use the person specification as a key tool for short-listing and we only invite candidates to interview who clearly evidence that they meet (or partially meet) each of the essential criteria. During the application process you will be asked to attach a supporting statement. This statement must outline how you meet the criteria below and we recommended formatting this by using each criteria as a sub-heading and providing your relevant experience/evidence below each sub-heading. It is crucial that you save your supporting statement with the vacancy number (eg. 1234BR) in the filename as failure to do so may result in it being omitted from your application. 

The role is full time (35 hours per week) and open-ended.

Salary: £26,444 – £29,605 per annum (Grade 4)

For further details of this position please contact: Phil Treadgold, School Manager [email protected], David Brown, Education Support Officer [email protected] or Paulina Damiecka, Education Support Officer [email protected]

Vacancy Ref: 18041BR

Date Advertised: 19 January 2024
Closing Date: 11 February 2024

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 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.

Job Description

Purpose of the Job

Provide comprehensive professional administrative support for the School’s Undergraduate teaching programmes 

Main Duties and Responsibilities

Provide detailed advice and guidance on Undergraduate student administration to internal and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate, contributing to the resolution of more complex issues  

Collaborate with others in order to make recommendations for developments of established processes and procedures

Provide efficient and effective support for the School’s Undergraduate admissions processes

Instruct, guide and advise other staff across the School on Undergraduate student policies and processes

Provide support for the day-to-day operation of undergraduate programme activities

Assist in the organisation of UG offer holder/open days

Ensure that programme information on SIMS is accurate and up-to-date

Act as Secretary to the School’s undergraduate teaching committees and Staff-Student panels (including arranging meetings, drafting agendas, distributing papers, writing minutes and chasing actions)
Provide efficient and effective support for the School’s assessment processes and general teaching activity

Provide administrative support to students undertaking placements and assist with planning and co-ordinating undergraduate field trips and retreats

Operate procedures for monitoring student attendance/engagement, ensuring cases of non engagement are escalated appropriately

Administration of extenuating circumstances and reasonable adjustments

Assist in exam board preparation (liaising with and ‘hosting’ external examiners, arranging paperwork)

Act as a disability contact for undergraduate students in the School

Establish efficient working relationships and develop appropriate communication links with key contacts in Professional Services and other Academic Schools to maintain and improve service levels
Provide cover in the absence of other student services staff

Undertake a variety of administrative duties to support the team and department

Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate

Undertake relevant training and development as required for the role

General duties

Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.

Abide by University policies on Health and Safety and Equality and Diversity.

You may be asked to carry out other duties, which are not listed above but are consistent with the role.

Person Specification

Essential Criteria

Qualifications and Education
1.   NVQ 3/A-Levels or equivalent experience

Knowledge, Skills and Experience
2.   Experience of providing effective administration in a busy HE administrative environment with the ability to set up standard office systems and procedures and make improvements as appropriate

3.   Excellent IT and Microsoft Office skills (including Word, email, Access and Excel) 

4.   Ability to manage a variety of tasks in parallel and to manage competing deadlines, working with a high level of accuracy and attention to detail.

5.   Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding, both orally and in writing 

6.   Proven ability to advise and influence key stakeholders, with evidence of ability to make independent and collaborative decisions and provide advice to inform others’ decisions that have a minor/moderate impact

Customer Service, Communication and Team Working
7.   Evidence of working well as an effective team member, providing advice, guidance and feedback to other team members where necessary, demonstrating a proactive and flexible approach to work.

8.   An understanding of confidentiality and data protection issues along with a commitment to high standards and willingness to undertake relevant training.

Planning, Analysis and Problem Solving
9.   Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work within established time scales
10. Evidence of ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available

Desirable Criteria

11.  Degree or an equivalent qualification or equivalent work-related experience.
12.  Knowledge of HE education regulations and procedures.
13.  Experience of graphic design
14.  Experience of supervising others or others work
15.  Fluency in Welsh, written and oral

Job Category

Admin / Clerical