Administrative Assistant in Cardiff inCardiff PUBLISHED WED 28 AUG 2024 Jump to job information section
£23,700 - £24,533 per annum, (pro-rata for part time hours) (Grade 3)..
Job description
18809BR
School of Medicine
Administrative Support
Advert
Administrative Assistant
Division of Psychological Medicine and Clinical Neurosciences
School of Medicine
College of Biomedical and Life Sciences
We are looking for a new member to join the Canopi administrative team part time. These are exciting posts that will provide administrative support to the Canopi service, which is funded by Welsh Government.
The role will involve providing comprehensive professional administrative support to the team, including communicating with clients, working within a team to manage a shared inbox and supporting the administration of processes and will be based in the Haydn Ellis Building, Cathays.
Informal enquiries about the role should be directed to Naomi Marfell, Canopi Manager,
Salary: £23,700 - £24,533 per annum, (pro-rata for part time hours) (Grade 3)..
Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances however, for this position, the starting salary is capped at £23,700 per annum due to limited funding.
This post is 21 hours per week, available immediately and fixed-term to 31st March 2025.
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.
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.
Date advert posted: Friday, 23 August 2024
Closing date: Friday, 6 September 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.
Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.
Job Description
Main Purpose
Provide an administrative service to the Canopi service, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on the Canopi referral processes, ensure the team is supported, and undertaking key duties.
Key Duties
Person Specification
Essential Criteria
School of Medicine
Administrative Support
Advert
Administrative Assistant
Division of Psychological Medicine and Clinical Neurosciences
School of Medicine
College of Biomedical and Life Sciences
We are looking for a new member to join the Canopi administrative team part time. These are exciting posts that will provide administrative support to the Canopi service, which is funded by Welsh Government.
The role will involve providing comprehensive professional administrative support to the team, including communicating with clients, working within a team to manage a shared inbox and supporting the administration of processes and will be based in the Haydn Ellis Building, Cathays.
Informal enquiries about the role should be directed to Naomi Marfell, Canopi Manager,
Salary: £23,700 - £24,533 per annum, (pro-rata for part time hours) (Grade 3)..
Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances however, for this position, the starting salary is capped at £23,700 per annum due to limited funding.
This post is 21 hours per week, available immediately and fixed-term to 31st March 2025.
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.
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.
Date advert posted: Friday, 23 August 2024
Closing date: Friday, 6 September 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.
Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.
Job Description
Main Purpose
Provide an administrative service to the Canopi service, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on the Canopi referral processes, ensure the team is supported, and undertaking key duties.
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.
- Processing client referrals and organising client appointments both through the use of email and phone.
- Work with others to make recommendations for the development and improvement of current University processes and procedures.
- Create good working relationships with key contacts to help improve service levels.
- Undertake a variety of administrative duties to support the team and Division.
- 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.
- Actively Contribute to the success of the team and support its supervision and management.
- 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.
- Ensure that an understanding of the importance of data protection and confidentiality is applied when undertaking all duties
Person Specification
Essential Criteria
- Ability to carry out a variety of administrative tasks, including writing clearly and concisely.
- Experience of working in an administrative or office setting.
- Experience of using common office IT packages (e.g. MS Office, e-mail etc.).
- Ability to set up and maintain standard administrative systems and procedures, including using University systems to collate and record data online and in hard copy. (Training will be provided where required).
- Ability to communicate with a wide range of people effectively and courteously whilst maintaining profe
Not sure?
If you're interested in this role but you have questions or you're not yet ready to apply, then please book a quick call with us and we'd be happy to answer any questions you have and tell you more about the role.
If you're interested in this role but you have questions or you're not yet ready to apply, then please book a quick call with us and we'd be happy to answer any questions you have and tell you more about the role.
Requirements
See the job description for full role requirements.
Benefits
Benefits are provided by the employer and will be confirmed during your application.
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More information related to this job opportunity, from jobsincare:
Useful skills for an Administrative Assistant:
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To work as an Administrative Assistant in the UK, you typically need a combination of technical skills, soft skills, and relevant experience. Here are some key skills that are often required or beneficial for this role:
Technical Skills
1. Microsoft Office Suite Proficiency: Strong skills in Word, Excel, PowerPoint, and Outlook are essential for creating documents, managing spreadsheets, and scheduling.
2. Typing and Data Entry Skills: Fast and accurate typing skills are important for documentation and data management.
3. File Management: Organising and maintaining both physical and digital files.
4. Basic Bookkeeping: Understanding financial documents and basic accounting might be required, depending on the role.
5. Communication Tools: Familiarity with email communication and other messaging platforms (e.g., Slack, Microsoft Teams) is essential.
6. CRM Software: Experience with customer relationship management tools may be needed in some roles.
Soft Skills
1. Organisational Skills: Ability to manage multiple tasks and prioritize them effectively.
2. Time Management: Skills to manage one’s time efficiently to meet deadlines.
3. Attention to Detail: Precision in executing tasks and reviewing documents to avoid mistakes.
4. Communication Skills: Strong verbal and written communication skills to interact effectively with colleagues and clients.
5. Problem-Solving Skills: Ability to handle unexpected issues and find solutions quickly.
6. Customer Service Orientation: Being polite and helpful when dealing with clients and colleagues.
Other Skills
1. Adaptability: Willingness to learn new software, processes, and adapt to changes in the workplace.
2. Teamwork: Ability to work collaboratively with others in a team setting.
3. Initiative: Being proactive in identifying tasks that need to be done and taking action without being asked.
4. Confidentiality: Understanding the importance of handling sensitive information discreetly.
Qualifications and Experience
While a formal qualification may not be strictly needed, having GCSEs or equivalent qualifications, particularly in English and Maths, can be an advantage. Experience in an administrative role or a related field is also beneficial and can set you apart from other candidates. Some employers may also look for a qualification in Business Administration or a related subject.
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51.483699798583984 -3.168100118637085 Cardiff, Wales, United Kingdom 
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