Internal Applicants Only - Administrative Assistant

JOB PURPOSE

Provide an administrative service to the School/Directorate, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on operational and financial processes, ensure the Planning and Resources 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 (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 and support the supervision and management of it.

Specific Duties

• General Administration Support – Provide administrative support for the Clinical Skills and planning and resources team, responding to internal and external queries professionally, maintaining accurate records and databases, and ensuring compliance with data protection regulations.
• Clinical Skills Coordination – Assist with scheduling and booking clinical skills sessions, support the management of clinical actors and tutors, process payments, track attendance, update records, and ensure regulatory compliance.
• Continuous Professional Development (CPD) and Income-Generating Activities – Support CPD programme administration, process applications, maintain records, communicate with participants, and assist with invoices and payment tracking.
• Meeting and Event Coordination – Organise meetings, book rooms, prepare agendas, take minutes, arrange travel and accommodation, and support the delivery of training sessions and workshops.
• Financial and Budgetary Support – Process purchase orders, invoices, and expenses, booking travel, ensuring timely payments and accurate financial record-keeping.
• Student and Staff Support – Act as a key contact for student and staff administrative support, assist with inquiries, and handle sensitive information professionally.
• Process Compliance Support – provide administrative support in uploading publications to publication portal; ORCA
• General Office Duties – Maintain office supplies, reception cover, monitor grant expenditure, assist with keeping inventory up-to-date, update online platforms and documentation, and support overall team operations to ensure efficiency.

General Duties

• 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.

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, showing your transferable skills and potential 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

• 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 professional standards, adapting your language and style of communication depending on who you are communicating with.
• Ability to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and members of the public) as appropriate.
• Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary.
• Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.
• Ability to use your initiative to solve problems and respond to queries, finding and proposing the best solution.
• Ability to work to deadlines, planning, setting and monitoring your priorities and those of the team.

Desirable Criteria

• Experience of working in a Higher Education environment.
• Ability to speak/understand Welsh or a willingness to learn.

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.

24,900

25,733

Admin / Clerical, Medical & Dental

Grade 3