Administrative Officer – Student Experience

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Administrative Officer – Student Experience

An opportunity has arisen for an administrator to join Cardiff University’s School of Computer Science & Informatics.  Working as part of the wider Student Services team, you will provide comprehensive, professional administrative support to students and staff in the School, offering support and guidance on key aspects of student support and with a view to enhancing the student experience. 

In this role, you will:

• Provide detailed advice and guidance on academic and student support processes and procedures 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 review, improve and make recommendations for developments of established processes and procedures.
• Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the University’s Schools/Directorates and outside bodies as required.
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We’d like to hear from you if you:

• Have substantial experience of working in a student facing administrative role with a focus on student experience.
• Have excellent communications skills, with an ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding
• Have evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.

We can offer you the chance to work in a vibrant organisation, with

great benefits

and opportunities for progression. We are a proud Living Wage supporter.

This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you may spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.

Please contact Lucy Burns ([email protected] ) or Matthew Jones ([email protected] ) for an informal, confidential discussion about the role. Or Simon Hogg ([email protected] ) for a conversation about the recruitment process.

This post is full-time and open-ended.

Salary: £26,444 – £29,605 per annum (Grade 4), with 4 annual increments to the top of the grade.

Date advert posted: Tuesday, 9 January 2024

Closing date: Tuesday, 30 January 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

DUTIES AND RESPONSIBILITIES

Key Duties

• Provide detailed advice and guidance on academic and student support processes and procedures 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
• Provide front line pastoral care to students when needed, directing more complex issues to other specialist support teams and services.
• Collaborate with others in order to review, improve and make recommendations for developments of established processes and procedures
• Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the University’s Schools/Directorates and outside bodies as required
• Undertake a variety of administrative duties to support the team and School Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate
• Instruct and guide other employees across the University within the area of learning, teaching and student support. Support the work of the student-facing team, contribute to team meetings, develop good practice and assist colleagues in their work.
• Working as part of a team, undertake a variety of academic and student-related administrative tasks, across a broad range of activities:
• Organise and maintain academic and student-related information in the Student Information System (SIMS) Provide information to and administrative support for School teaching committees such as the Board of Studies.
• Service School meetings and committees as appropriate, developing agendas, circulating papers, recording and monitoring actions. Proactive monitoring of assessment, and supporting the checking of information on Learning Central, such as module maps.
• As part of a wider team, provide general administrative support for admissions activities, Graduation, University Open Days and Offer Holder days. Coordinate and provide administrative support for processes in relation to the work of Teaching Associates and PGR Demonstrators.
• Assist with timetabling as necessary, formally acting as the timetabling back-up for the School, ensuring that all key timetabling processes, tasks and systems are understood.
• Proactive monitoring of assessment, and supporting the checking of information on Learning Central, such as module maps.
• Assist in ongoing survey management and monitoring, contributing to data collection, assessment and targeted action plans Support the Student Staff Panels, assisting the Student Rep Co-ordinator and acting as administrator for student facing software.
• Work with admissions tutors to provide administrative support for UG and PG admissions tasks, monitoring emails and responding to queries Provide administrative support for the module evaluation process, inputting and monitoring data where appropriate.
• Assist in establishing and delivering a student facing Communications plan, generating newsletters, creative content and distributing to students. Assist with the administration of student placement activities as required.
• Work proactively within the role to identify key tasks and timelines, actively engaging in the improvement of processes and systems

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 Perform other duties occasionally which are not included above, but which will be consistent with the role

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 for a University before; this is an opportunity to show your potential and start or continue your 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 with particular interest in The Student Experience team, showing your transferable skills and aptitude to be successful in the role. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team.

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

Desirable Criteria

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.

Job Category

Admin / Clerical