Administrative Assistant

Cardiff University / Prifysgol Caerdydd; Cardiff; On-site; GBP 25,000 - 27,000; Full time

Job summary

A prominent educational institution in Cardiff seeks an enthusiastic Administrative Assistant to support the continuous improvement culture within the team. This full-time role involves front desk responsibilities and administrative tasks, requiring significant experience in healthcare services and proficiency in MS Office. Benefits include training for Welsh language skills and a supportive workplace committed to diversity.

Qualifications

• Significant experience of providing administrative and front of house support ideally in a healthcare environment.
• Demonstrable knowledge of GDPR requirements in clinical service.
• Ability to communicate effectively with a wide range of stakeholders.

Responsibilities

• Undertake a full range of reception and administrative duties.
• Produce a wide range of documents using Microsoft applications.
• Maintain, update and conduct searches with databases to produce reports.

Skills

Administrative support

Customer service

Problem solving

Education

NVQ 2/GCSE level A-C or equivalent

Tools

MS Office

Job description

Cardiff University's Student Occupational Health team is seeking to appoint an enthusiastic Administrative Assistant, with an interest in contributing to the continuous improvement culture within the existing team. The successful candidate will be part of a friendly administrative team working in collaboration with the clinical team, in a busy clinical service. Based at the Heath Park Campus the service predominantly supports healthcare students from enrolment through to graduation.

The post is full time (35 hours per week) and open ended. Standard working pattern – Monday to Friday. Salary: £25,249 - £26,093 per annum (Grade 3).

Job Description

Key Duties

• To become familiar with the breadth of student support services at Cardiff University and relevant services elsewhere within the university.
• To undertake a full range of reception and administrative duties, including responding to emails and answering telephone enquiries; diary management, sorting and distributing mail and emails to appropriate individuals, filing, scanning and photocopying.
• To produce a wide range of documents including letters, reports, minutes (the taking of, production and distribution) and other materials using a wide range of Microsoft applications e.g. Word, Excel, Access and PowerPoint.
• Management of electronic diary system for room bookings, team members’ diaries and group calendars.
• To be responsible for maintaining, updating and conducting standard searches with the databases or spread sheets to produce standard reports and establishing new systems where appropriate.
• To maintain/set up office systems and processes, suggesting improvements and contributing to their continued development.
• To take responsibility for the administration of a specific event, project or area of work as directed by line-management.
• To organise travel (taxi) for members of the Student Support Centre, upon request.
• To support the work of the team, to contribute to team meetings, develop good practice within the team and assist colleagues in their work.

General Duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• To abide by all University policies including Health and Safety and Equality and Diversity and act in accordance with University values and behaviours.
• Perform other duties occasionally which are not included above, but which will be consistent with the role.

Person Specification

Essential Criteria

Qualifications and Education

• NVQ 2/GCSE level A-C or equivalent.

Knowledge, Skills and Experience

• Significant experience of providing administrative and front of house support ideally in a healthcare services environment using common office IT packages (e.g. MS Office).
• Demonstrable knowledge of GDPR requirements in the context of clinical service provision.
• Experience of setting up standard administrative systems and procedures and contributing to process improvement.
• The ability to speak Welsh at an entry level (if you do not already meet this standard, you will need to agree to training in order to comply with this criteria. Training will be provided by the University).

Customer Service, Communication and Team Working

• Ability to communicate effectively and professionally with a wide range of stakeholders.
• Ability to work as an effective team member, providing advice and guidance to other team members where necessary.
• Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate.

Planning, Analysis and Problem Solving

• Ability to plan, prioritise and organise own workload within established time scales and use initiative in solving problems ensuring compliance with standard procedures and practices.

Other

• A willingness to undertake further training and development.

Desirable Criteria

• A levels or equivalent.
• Knowledge of Higher Education sector in a student facing role.
• Experience of working with people from different cultural backgrounds.

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.