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Administrative AssistantinCardiffinCardiffPUBLISHED FRI 23 AUG 2024

PENSION

Cardiff University / Prifysgol Caerdydd

18788BR

School of Medicine

Administrative Support

Advert

Administrative Assistant, Quality Assurance and Liaison

Centre for Medical Education

School of Medicine

College of Biomedical and Life Sciences

An exciting opportunity has arisen to join the Centre for Medical Education, providing professional admin support within our busy Quality Enhancement and Liaison team. This Administrative Assistant role provides support for the Centre, working closely with staff, students and external stakeholders to do so.

The role provides an administrative service to the Quality Assurance and Liaison Team, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on student feedback, production of routine reports and other processes within the team, ensuring the Quality, Enhancement and Liaison Team is supported, and key duties undertaken.

The successful applicant should have experience of working in an administrative role, with some experience of administrative processes. You will have the ability to respond to email correspondence, communicating effectively. To produce routine student feedback reports ensuring a good attention to details to enhance the students experience.

The post is based at the Heath Park site.

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.

Cardiff University offers many excellent benefits, including 40 days annual leave (incl bank holidays), local pension scheme, a cycle to work scheme and other travel initiatives, annual increments within the pay scale, and more. It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.

This post is part time (28 hours per week) open ended and available immediately. The work pattern must include Monday and Wednesday on site with the remaining 14 hours being flexible.

For an informal discussion about the role please contact Kerry Sullivan, Quality, Enhancement and Liaison Manager at

Salary: £23,700 - £24,533 per annum, pro rata (Grade 3). Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances.

Date advert posted: Thursday, 22 August 2024

Closing date: Thursday, 5 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

JOB PURPOSE

Provide an administrative service to the Quality Assurance and Liaison Team, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on student feedback, production of routine reports and other processes within the team, ensuring the Quality, Enhancement and Liaison Team is supported, and key duties undertaken.

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.

Duties And Responsibilities

Key Duties

  • Deal with a range of enquires from internal (staff & students) and external customers in a professional manner, maintaining email inboxes and establishing their requirements, 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.
  • Contributing to the success of the team, supporting the supervision and management of it.

Specific Duties

  • To assist the team to maintain the Honorary Title application processes from NHS colleagues and School of Medicine teaching staff according to agreed timescales.
  • To assist in a working knowledge of the student evaluation process to support the needs of all stakeholders within the University, Welsh Government, NHS and medical students.
  • To assist in the preparation and distribution of clinical placement student evaluation questionnaires and reports, using the JISC survey tool according to agreed timelines.
  • Assisting the Quality Assurance Officer to create the Module Enhancement Schedule and production of routine reports including liaising with Programme teams, to assist with any queries thr

Useful skills for an Administrative Assistant:
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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