Administrative Assistant

17799BR

Academic & Student Support Services

Administrative Support

Advert

Administrative Assistant – Registry Operations

Registry Operations is seeking to appoint an enthusiastic, self-motivated individual to join our Registry Support team.

We are looking for a team player who will work with colleagues to provide a high-quality service to staff and students. You do not need to have worked for a university before; this is an opportunity to show your potential and develop a 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 this post. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team.

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 our thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.

This is a full-time (35 hours per week), fixed term position until 31 July 2025.

Salary:  £23,700 – £24,533 per annum (Grade 3).

For more information on work-life balance, financial benefits, development, and wellbeing, and some of the facilities and services on offer to staff at Cardiff University please visit https://www.cardiff.ac.uk/jobs/what-we-can-offer

Date advert posted: Wednesday, 31 January 2024

Closing date: Wednesday, 28 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.  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.

Job Description

Job Purpose

This role will provide a flexible and customer focused administrative service within Registry Operations, engaging and completing a range of routine tasks to meet operational and customer requirements, ensuring the team and department is supported and key duties undertaken.

The post-holder will demonstrate a customer centred approach by supporting staff and students to ensure that high-quality customer experience is central to the role, whilst demonstrating the values and behaviours that reflect the culture of Registry Operations. Working with internal (staff & students) and external (members of the public) customers to support the work of the department.

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.
• 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.
• Take part in placements in teams across Registry Operations to support key activities.
• Actively contribute to the success of the team.

Specific Duties

• Support operational processes and activities using databases and customer service portals.
• Attend and support Registry Operations events throughout the student journey e.g., enrolment and graduation.

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.

Person Specification

WHAT YOU WILL NEED TO BE ABLE TO PERFORM THIS ROLE (PERSON SPECIFICATION)
There are usually certain skills, qualifications, or experiences that any employee should have before they can be considered for a role.  Some of these will be essential and you would not be able to perform the role without them, but some are desirable.

It is the University’s policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL the essential criteria as well as, where relevant, the desirable. As part of the application process, you will be asked to provide this evidence via a supporting statement.  You should do your best to show clearly how you meet all the essential criteria by giving examples of how, when and where you have performed the required actions before.  You can draw on elements from any aspect of your life, such as education, work, home, or community life, as long as you focus on its relevance in comparison to the needs of this job.  Please ensure that the evidence you are providing corresponds with the numbered criteria outlined below. Your application will be considered based on the information you provide under each element.

To start your Supporting Statement, simply copy and paste the next section into a separate document, writing your answers and examples at each point.  Save the document with the title YOUR NAME – BR NUMBER – JOB TITLE and attach it to your application on the recruitment system.

Essential Criteria

Qualifications and Education
1. NVQ 2/GCSE level A-C or equivalent

Knowledge, Skills and Experience
2. Experience of working in an administrative or office environment
3. Proficient in using common office IT packages (e.g., MS Office)
4. Ability to set up standard administrative systems and procedures

Customer Service, Communication and Team Working
5. Ability to communicate effectively and professionally with a wide range of people
6. Ability to work as an effective team member, providing advice and guidance to other team members where necessary
7. Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary

Planning, Analysis and Problem Solving
8. Ability to plan, prioritise and organise own workload within given time scales
9. Ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices

Desirable Criteria

10. A-Levels or equivalent
11. Experience of working in a Higher Education environment
12. Fluency in Welsh, written and oral

Additional Information

As part of the ethos of a customer service focused environment, it is intended that roles and duties at this grade will be rotated periodically to create a more flexible and skilled workforce. This will also create opportunities for greater staff development and progression.

Job Category

Admin / Clerical