Administrative AssistantinCardiff inCardiffPUBLISHED THU 9 JAN 2025

£24,600 - £25,433 per annum (Grade 3) GOOD SALARY

PARKINGWEEKEND

Cardiff University / Prifysgol CaerdyddrVgsSvy

Opportunity to be the first point of contact for a dynamic business incubation center, enhancing interpersonal and communication skills.

Work within a supportive, enthusiastic team that collaborates to solve problems and improves processes, fostering a sense of camaraderie.

Exposure to various administrative tasks, providing a diverse skill set and hands-on experience in managing operations and customer service.

Engagement with a wide range of stakeholders including tenants, staff, and the public, allowing for networking and professional growth.

Competitive salary and the security of a full-time, open-ended position, contributing to financial stability.

Access to training and development opportunities, helping to enhance personal and professional competencies.

Promotion of a diverse and inclusive work environment, reflecting a commitment to equality and providing a welcoming workplace for all.

The Administrative Assistant role at Cardiff Medicentre, part of Cardiff University, is a front-of-house position that serves as the first point of contact for business tenants and visitors. The successful candidate will provide friendly and efficient customer service while managing various administrative duties to support the smooth operational activities of the centre. This includes handling tenant inquiries, processing mail and deliveries, assisting with room bookings, and maintaining accurate records and databases. The individual will work closely with the Cardiff Medicentre team to develop and improve operational processes, ensuring high service levels and contributing to team objectives.

This is a full-time, open-ended position with a salary range of £24,600 - £25,433 per annum. The role requires good time management, attention to detail, and the ability to work flexibly. Cardiff University promotes a diverse and inclusive working environment and encourages applications from all backgrounds. The role also involves attending training sessions, ensuring confidentiality, and adhering to health and safety policies.

Opportunity to be the first point of contact for a dynamic business incubation center, enhancing interpersonal and communication skills.

Work within a supportive, enthusiastic team that collaborates to solve problems and improves processes, fostering a sense of camaraderie.

Exposure to various administrative tasks, providing a diverse skill set and hands-on experience in managing operations and customer service.

Engagement with a wide range of stakeholders including tenants, staff, and the public, allowing for networking and professional growth.

Competitive salary and the security of a full-time, open-ended position, contributing to financial stability.

Access to training and development opportunities, helping to enhance personal and professional competencies.

Promotion of a diverse and inclusive work environment, reflecting a commitment to equality and providing a welcoming workplace for all.

19516BR

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

More information related to this job opportunity, from jobsincare:

Here are 5 questions you could be asked if you apply for this job: Start practice interview... NEW!

1. 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?

3. 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?

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

See all questions

1. 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?

3. 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?

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

Start a practice interview... NEW!

Useful skills for an Administrative Assistant: Click to view

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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