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Administrative Assistant • Cardiff
Cardiff University / Prifysgol Caerdydd

Thank you for your interest in the position of Administrative Assistant in Cardiff with Cardiff University / Prifysgol Caerdydd.

This is a video practice interview and we use your computer's webcam & microphone device's camera phone's camera to record your answers.

We record your answers one at a time. The whole thing should take you less than five minutes.

Interview Progress What to expect Continue below

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First, we'll enable your camera & microphone and then ask you to record a short introduction about yourself, about 30 seconds long, to make sure your camera is working ok.

Then, we'll ask you to answer one or more questions of your choice from the list below:

1. Can you tell us about your previous experiences as an Administrative Assistant or in a similar role? Can you tell us about your previous experiences as an Administrative Assistant or in a similar role?

2. What attracted you to this position at Cardiff Medicentre, and how do you think you can contribute to our team? What attracted you to this position at Cardiff Medicentre, and how do you think you can contribute to our team?

3. How do you prioritise your workload when faced with multiple tasks? How do you prioritise your workload when faced with multiple tasks?

4. Can you describe a time when you had to adapt quickly to a change at work? How did you handle it? Can you describe a time when you had to adapt quickly to a change at work? How did you handle it?

5. As the first point of contact for tenants and visitors, how would you ensure a friendly and professional customer service experience? As the first point of contact for tenants and visitors, how would you ensure a friendly and professional customer service experience?

6. Can you provide an example of a challenging situation involving a customer or colleague? How did you resolve it? Can you provide an example of a challenging situation involving a customer or colleague? How did you resolve it?

7. How do you tailor your communication style when dealing with different types of people, such as students, staff, and members of the public? How do you tailor your communication style when dealing with different types of people, such as students, staff, and members of the public?

8. Describe your approach to maintaining accurate records and files. Can you share any tools or methods you use to ensure accuracy? Describe your approach to maintaining accurate records and files. Can you share any tools or methods you use to ensure accuracy?

9. How do you handle repetitive tasks? What strategies do you use to maintain focus and efficiency? How do you handle repetitive tasks? What strategies do you use to maintain focus and efficiency?

10. Can you give an example of how you have gathered and analysed data to support a project or process improvement? Can you give an example of how you have gathered and analysed data to support a project or process improvement?

11. Working closely with a small team can be both rewarding and challenging. How do you build good working relationships with team members? Working closely with a small team can be both rewarding and challenging. How do you build good working relationships with team members?

12. Describe a situation where you had to collaborate with colleagues from different departments. What was your approach, and what was the outcome? Describe a situation where you had to collaborate with colleagues from different departments. What was your approach, and what was the outcome?

13. What software or tools are you proficient in that are relevant to administrative tasks, such as databases, spreadsheets, or finance software? What software or tools are you proficient in that are relevant to administrative tasks, such as databases, spreadsheets, or finance software?

14. Have you ever identified a process that could be improved in your workplace? If so, how did you propose and implement that change? Have you ever identified a process that could be improved in your workplace? If so, how did you propose and implement that change?

15. Can you discuss your experience with monitoring communication channels, such as social media or web pages? How would you approach updating content? Can you discuss your experience with monitoring communication channels, such as social media or web pages? How would you approach updating content?

16. How do you ensure confidentiality and data protection in your administrative work? How do you ensure confidentiality and data protection in your administrative work?

17. What steps would you take to ensure compliance with health and safety policies in an office environment? What steps would you take to ensure compliance with health and safety policies in an office environment?

18. This role may require working occasional evenings and weekends. Are you comfortable with this level of flexibility? Can you provide examples of times you have adjusted your schedule to meet work needs? This role may require working occasional evenings and weekends. Are you comfortable with this level of flexibility? Can you provide examples of times you have adjusted your schedule to meet work needs?

19. What does a positive team culture mean to you, and how do you contribute to it? What does a positive team culture mean to you, and how do you contribute to it?

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Introduce yourself to Cardiff University / Prifysgol Caerdydd.
Keep this brief, friendly, and remember to smile!

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Interview Summary
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Role: Administrative Assistant in Cardiff

Interviewed on Wednesday 16 April 2025 at 13:34.

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{"interviewQueryText":"What are some good interview questions in British English for the job description below?\n\n-------------------------------------------\n\nAdministrative Assistant with Cardiff University / Prifysgol Caerdydd in Cardiff, Wales, United Kingdom\n\n19516BR The Research Service Administrative Support Advert Administrative Assistant Cardiff Medicentre is a business incubation and innovation centre at Cardiff University. It opened its doors in 1992 As administrative assistant, you will be the first point of contact for Cardiff Medicentre business tenants and visitors. This is a front-of-house role, providing a friendly and efficient customer service. You will be enthusiastic and willing to develop a thorough understanding of university operations to draw-upon when resolving tenant enquiries. You will also complete a range of routine tasks, demonstrating good time management and attention to detail. This role is part of a small, enthusiastic team dedicated to supporting the needs of Cardiff Medicentre tenants. The team has been in operation for some time and is accustomed to working closely together to solve problems, develop new processes, and adapting to changes. The role of this post is to undertake administrative duties to support Cardiff Medicentre in line with strategic aims of Cardiff University and Cardiff and Vale University Health Board. To assist with the Cardiff Medicentre activities, processes and procedures. The post holder will support the Cardiff Medicentre team providing administrative services and a range of activities to ensure the smooth functioning of the incubator. The individual will provide excellent internal and external customer service and undertake a variety of tasks with meticulous attention to detail, the role will support the Centre Supervisor in delivering the overall strategic plan for the Cardiff Medicentre. The role is a full-time, open-ended post and is available immediately. Salary: £24,600 - £25,433 per annum (Grade 3) Date advert posted: Wednesday, 8 January 20205 Closing date: Wednesday, 22 January 2025 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 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. 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 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. Actively contribute to the success of the team Specific Duties Reception and housekeeping Undertake a range of reception and housekeeping duties, including: To deal with tenant enquiries face to face, via telephone and email. To refer customers and visitors to other members of staff as applicable. To process and distribute mail when needed. To assist with room bookings and parking requests. To assist in preparing and clearing rooms for meetings. (teas coffees) To process deliveries in a timely manner and liaise with multiple tenants regarding deliveries, paying particular attention to temperature sensitive deliveries. To assist with the administration of conference and events. To assist with day-to-day fire, safety and security issues. To comply with all operational procedures. To carry out opening and closing procedures as required, including seminar rooms / meeting spaces. To report maintenance faults to Estates Hotline. To undertake a variety of routine administrative duties to support the team and department To establish working relationships with key contacts to help improve service levels. To take an active role in the team supporting team objectives and other team members. The ability to work flexibly, including occasional evenings and weekends if required. Admin Prepare accurate documents and paperwork relating to Management Board meetings. Prepare accurate documents and paperwork relating to leases and tenancies. Taking Meeting minutes. Maintain detailed and accurate files and records. Responsibility for ensuring the monthly health and safety checks are carried out and recorded appropriately. To gather and analyse data to update administrative systems with accurate information. To create purchase orders and input monthly invoicing data using finance software. Monitor communications channels such as social media and web pages. Work with relevant colleagues to coordinate and update communications content such as social media posts and website updates. Training and development To attend and actively participate in all basic training as identified in the Division’s Training Matrix. To identify your personal training needs in conjunction with your manager, ensuring that learning is transferred to the workplace. To actively participate in the Quality and Customer Care initiatives. 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 "}

Introduce yourself to Cardiff University / Prifysgol Caerdydd. Keep this brief, friendly, and remember to smile!

Introduce yourself to Cardiff University / Prifysgol Caerdydd.
Keep this brief, friendly, and remember to smile!