Administrative Assistant (Staff Immigration and Global Mobility)

Cardiff University / Prifysgol Caerdydd; Cardiff; Hybrid; GBP 28,000 - 32,000; Full time

Job summary

A prominent educational institution in Wales is seeking a full-time Administrative Assistant to join their Staff Immigration & Global Mobility team. The role involves providing support on immigration and visa processes, maintaining records, and assisting HR services to help recruit global talent. Ideal candidates will communicate effectively and demonstrate initiative in administrative tasks. This position offers flexible work arrangements and competitive benefits.

Benefits

32 days' annual leave

Local pension scheme

Flexible working arrangements

Qualifications

• Ability to communicate clearly and effectively in writing.
• Good standard of numeracy and IT literacy.
• Experience in an administrative role with office system improvements.

Responsibilities

• Provide advice and support on immigration and global mobility.
• Maintain records and prepare correspondence related to visas.
• Work with HR professionals to provide support services.

Skills

Visa and immigration processes

Effective communication

Initiative in maintaining procedures

Tools

IT literacy

Job description

Overview

Advert (Staff Immigration and Global Mobility)

We are looking for an Administrative Assistant to join the Staff Immigration & Global Mobility team in central Human Resources Operations.

We’d Like To Hear From You If You

• Have experience or awareness of visa, immigration, right to work and global mobility/working support processes.
• Can communicate effectively and courteously with a wide range of people.
• Can set up and maintain standard procedures but use your initiative when needed.

In This Role, You Will

• Provide personalised support to new and existing staff on staff immigration, visa routes, recruitment, right to work and global mobility/working processes.
• Work alongside a team of HR professionals to deliver excellent support services, making a genuine difference by enabling the University to recruit global talent.
• Carry out transactional and administrative processes in relation to visas and immigration and global mobility, maintaining records and preparing correspondence.

For an informal, confidential chat about the role, please contact David Hobbs on [e-mail] or Rhian Perridge on [e-mail].

We can offer you the chance to work in a vibrant organisation, with great benefits (including 32 days’ annual leave and local pension scheme) and opportunities for progression. We are a proud Living Wage supporter.

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.

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.

This post is full-time and open-ended.

Salary: £28,031 - £31,236 per annum (Grade 4)

Date advert posted: Wednesday, 8 October 2025

Closing date: Friday, 24 October 2025

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 who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world. 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.

Key Duties

• Provide detailed advice and guidance on staff immigration, recruitment, global mobility/overseas working and Transnational Education (TNE) processes and procedures to internal and external customers (staff, students or members of the public), using judgement and creativity to suggest the most appropriate course of action, and contributing to the solving of more complex issues.
• Work with others to make recommendations to improve our ways of working, including working towards Home Office audits.
• Establish productive relationships with key individuals (University colleagues and external contacts) to help improve the level of service the team provides to its customers.
• Perform a variety of administrative duties to support the team and department achieve its objectives, including record-keeping via our systems and updating/developing web guidance.
• Gather and analyse data (e.g. visa route regulations, visa holder data) so that informed decisions can be made, establish basic trends and patterns in the data and provide reports and recommendations for management.
• Instruct and guide colleagues across the University on staff immigration, recruitment, global mobility/overseas working and TNE processes as required, offering guidance on: sponsored and non-sponsored visa routes; ATAS (Academic Technology Approval Scheme); Certificates of Sponsorship; Right To Work; recruitment/advertising processes; global mobility/overseas working requests referrals and TNE set-up such work permits

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.

Person Specification

Essential Criteria

• Ability to communicate in writing clearly, concisely, and effectively to provide detailed advice and guidance on staff immigration, recruitment and global mobility/overseas working.
• Evidence of a good standard of numeracy and IT literacy.
• Experience of working in an administrative role or environment and ability to set up standard office systems and procedures, making improvements to these as appropriate.
• Specialist knowledge of staff immigration, recruitment, global mobility/overseas working or TNE processes.
• Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
• Ability to advise and influence key stakeholders in your area of work.
• Ability to explore customers’ needs and adapt the service you provide accordingly to ensure a quality service is delivered.
• Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions.
• Ability to work unsupervised to deadlines, planning, setting and monitoring your priorities and those of the team.

Desirable Criteria

• Experience of working in a similar role or environment, e.g. Higher Education.
• Ability to speak/understand Welsh or a willingness to learn.

Additional Information

Salary Range Min. 28,031

Salary Range Max. 31,236

Job Category Admin / Clerical, Human Resources

Grade Grade 4