Internal Only – Hub Administrator

17556BR

Cardiff Business School

Administrative Support

Advert

This 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 Only – Hub Administrator  – 9 month fixed term contract
Cardiff Business School

Join a fantastic Professional Services team in the world’s first Public Value Business School!
Working in the Student Hubs in the Business School, providing comprehensive professional administrative support to teaching staff and students in the Business School for the management of assessment and feedback, working under the direction of the Hub Team Leader.

The Business School’s two Student Hubs provide a first point of contact for undergraduate and taught postgraduate students with the two Hub teams taking collective responsibility for providing high quality professional support to programmes and students. The Hubs also provide a comprehensive support service for the School’s student records and examinations services. The Hub Administrator will take a pro-active approach to the delivery and enhancement of the student experience through the provision of high-quality professional services delivered through both English and Welsh languages to students and staff.

This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you can also choose to 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.

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.

This post is full-time (35 hours per week), advertised on a fixed term contract for a period of 9 months.

Secondment applications are welcomed, please ensure you have secured your line manager agreement.

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

Closing Date: Friday, 3 November 2023

External 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 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

DUTIES AND RESPONSIBILITIES

Key Duties

•    Provide a high quality efficient and effective enquiry service to students and academic staff on aspects of the Business School’s undergraduate and postgraduate programmes.
•    Respond promptly, professionally, and accurately to queries and requests for information and advice from students, faculty, University Professional Services and external organisations, adapting style of communication based on the audience, applying specialist knowledge and understanding of the area of work to identify needs, and provide an appropriate resolution to issues and understand the implications and impact of advice provided.
•    Within an agreed working framework, take responsibility for the undertaking, planning and coordination of a variety of activities and meeting multiple deadlines in support of the Student Hubs team
•    Use initiative and problem-solving skills to resolve day-to-day and complex issues, consulting with other professional services departments such as Student Support and Registry and escalating where necessary.
•    Use the University Student Records System (SIMS) and its reporting tool Business Objects to take responsibility for the maintenance and updating of student records, the recording and processing of assessment and examination marks and the production of required lists and other datasets.
•    Take responsibility for the preparation and processing of examination papers, including liaison with external examiners.
•    Support the operation of Examining Boards and other groups or committees, as appropriate, taking responsibility for producing paperwork, assisting the Examining Board Chair and identifying and assisting the resolution of complex issues before and after an Examining Board, liaising with University Registry as required.
•    Develop and maintain a comprehensive and up to date knowledge of University regulations and procedures relating to the School’s programmes of study and academic progression thereon.
•    Take responsibility for the coordination and administration of the postgraduate dissertation submission, marking and return process.
•    Attend Student Staff Panels particularly for the discussion regarding the standard agenda item ‘Hub Matters’.
•    Meet deadlines and carry out all tasks with due regard for accuracy, confidentiality and data protection, including the gathering, entering and analysis of data as required.
•    Liaise with members of academic and support staff as appropriate to resolve or escalate a wide range of complex queries.
•    Through collaboration with team members and stakeholder, contribute to the continuing improvement and development of the services, processes, and procedures of the Student Hubs, and display a willingness to learn new procedures and technical systems, ensuring that the delivery of an excellent student experience remains a core aim.
•    Contribute to the achievement of team objectives by showing a flexible approach to work and supporting others within the team, establishing good working relationships within and outside the team. 

General

•    Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
•    Perform other duties which are not included above, but which will be consistent with the role.
•    Abide by all University policies and undergo appropriate personal and professional development.
•    Uphold the Professional Services Values & Behaviours or local equivalent.

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 working with students in an academic school, 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 

1.    The ability to communicate clearly, concisely and effectively to provide detailed advice and guidance on aspects of the Business School’s undergraduate and postgraduate programmes, both orally and in writing.
2.    Evidence of a good standard of numeracy and IT literacy, including the use of office IT packages (e.g. MS Office) and databases and/or spreadsheets for the accurate inputting, retrieval and manipulation of data.
3.    Experience of working in an administrative role or environment and the ability to set up standard office systems and procedures, making improvements to these as appropriate.
4.    Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
5.    Ability to advise and influence key stakeholders in your area of work.
6.    With an emphasis on customer service, the ability to explore customers’ needs and adapt the service you provide accordingly to ensure a quality service is delivered.
7.    Ability to use your initiative and creativity to solve a broad range of problems and issues, respond to queries and make recommendations, identifying and proposing practical solutions.
8.    Ability to work unsupervised to deadlines, planning, setting and monitoring your priorities and those in the team.
9.    Ability to work as an effective team member, providing advice and guidance to other team members where necessary as well as providing practical support through demonstrating a flexible approach to the work.
10.    A demonstrable willingness to undertake further training and development to enhance your performance and contribution to the role.

Desirable Criteria 

1.    Experience of working in a similar role or environment, e.g. Higher Education.
2.    Ability to speak/understand Welsh or a willingness to learn.

Additional Information

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.

1.    Regular one-to-one meetings with your team leader.
2.    An experienced and supportive team around you.
3.    Support to undertake job-relevant training and development, as identified by your Line Manager.
4.    A staff mentoring scheme.

Cardiff Business School
Cardiff Business School is a leading business and management school in the UK, holding AACSB and AMBA accreditations and ranked 1st for its Research Environment and 2nd on Research Power (REF2021). The School has a Public Value purpose and focuses on the co-creation of high quality, interdisciplinary education and knowledge that delivers economic, social and environmental value. The School’s activities are oriented towards five Grand Challenges: Decent work, fair and sustainable economies, future organisations, good governance, and responsible innovation.

Job Category

Admin / Clerical