Administrative Officer - Residences Facilities

Cardiff University / Prifysgol Caerdydd; Cardiff; On-site; GBP 24,000 - 26,000; Part time

Job summary

A leading university is seeking an Administrative Officer for its Residences Facilities team. This part-time role involves coordinating maintenance services, providing administrative support, and ensuring compliance with regulations, all while delivering excellent customer service. With a competitive salary and extensive benefits, this opportunity is ideal for dedicated professionals aiming to enhance the university's service standards.

Benefits

32 days holiday per year plus 8 bank holidays

Contributory pension schemes

Cycle 2 Work scheme

Annual Season Ticket Travel Loans

Reduced rates on sports memberships

Access to over 90 staff discounts

Discounted childcare

General training opportunities

Qualifications

• Ability to communicate effectively and professionally with a wide range of people.
• Proven ability to deal with escalated requests for information or service.
• Ability to use initiative in solving problems and responding to queries.

Responsibilities

• Coordinate the day-to-day running of maintenance and service contracts.
• Provide support for all administrative processes within the Residences Facilities Team.
• Liaise with contractors and service providers regarding maintenance.

Skills

Communication

Problem-solving

Teamwork

Initiative

Organizational skills

Customer Service

Education

NVQ 2/GCSE level A-C or equivalent in English and Maths

Tools

Microsoft Office

Job description

Advert

Administrative Officer - Residences Facilities (University Sector)

IT IS OF THE UTMOST IMPORTANCE THAT YOU READ THE TEXT RELATING TO THE COMPLETION OF A SUPPORTING STATEMENT DETAILED WITHIN THE PERSON SPECIFICATION SECTION.

University residences provide accommodation to approximately 5,500 students across the university. We are committed to providing a professional, customer focused service to a diverse range of people.

The successful candidate will be enthusiastic, driven, reliable and capable working as part of the Facilities team providing an efficient, effective and quality driven administrative function to support the Residences and Campus Services teams.

This is an open ended, part time position of 21 hours per week (Wednesday - Friday).

Starting Salary: £24,900 per annum, with two annual increment points up to £25,733 per annum, pro rata for hours worked (Grade 3).

This role is primarily based campus.

We Offer a Leading And Rewarding Staff Benefits Package:

• 32 days holiday per year plus 8 bank holidays, pro-rata for part time staff including Christmas and New Year Off
• We offer two contributory pension schemes, and you will be automatically opted into the relevant scheme for your job type
• Our Cycle 2 Work scheme enables employees to lease bicycles and associated safety equipment up to a value of £3,000 through a Salary Sacrifice scheme
• The Annual Season Ticket Travel Loans scheme allows you to apply for an interest free loan from the university, who will then purchase a yearly travel ticket on your behalf. This amount will be repayable over 10 months
• Reduced rates on sports memberships
• Access to 90 plus staff discounts and deals
• Discounted childcare
• Training
  
  

For more information go to: What we can offer - Jobs - Cardiff University

We Offer a Leading And Rewarding Staff Benefits Package:

• 32 days holiday per year plus 8 bank holidays, pro-rata for part time staff including Christmas and New Year Off
• We offer two contributory pension schemes, and you will be automatically opted into the relevant scheme for your job type
• Our Cycle 2 Work scheme enables employees to lease bicycles and associated safety equipment up to a value of £3,000 through a Salary Sacrifice scheme
• The Annual Season Ticket Travel Loans scheme allows you to apply for an interest free loan from the university, who will then purchase a yearly travel ticket on your behalf. This amount will be repayable over 10 months
• Reduced rates on sports memberships
• Access to 90 plus staff discounts and deals
• Discounted childcare
• Training
  
  

For more information go to: What we can offer - Jobs - Cardiff University

Date advert posted: Wednesday, 18 June 2025

Closing date: Wednesday, 2 July 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. 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

Main Duties

• To coordinate the day-to-day running of reactive and planned maintenance and service contracts (e.g. waste & recycling, pest control, grounds maintenance, asbestos, legionella, window cleaning etc.) to include establishing requirement, scheduling, call logging, general correspondence, order and invoice processing, query resolution and contract monitoring.
• To provide efficient and effective support for all administrative processes within the Residences Facilities Team, ensuring compliance with Directorate and University regulations.
• To understand and translate technical maintenance issues and effectively communicate relevant information / solutions to various stakeholders in a logical and methodical manner.
• To liaise with contractors, service providers and Estates Managers in maintaining records for statutory legal requirements / compliance, update unit records and audit as necessary.
• To liaise with the Estates and external contractors / service providers regarding service contracts, maintenance, and refurbishment projects.
• To coordinate the Fire Risk Assessment process; action and respond to reports and arrange associated maintenance works.
• To assist in environmental management for Campus Services, including analysis and monitoring of utility information and identification of areas for reduction where possible.
• To co-ordinate feedback / queries from unit and prepare papers for monthly CSERV / ESTAT meeting.
• To assist in budget monitoring / forecasting for reactive, planned and planned preventative maintenance.
• To carry out project work involving research, data collection, analysis, and reporting within the division.
• To produce a wide range of documents including spreadsheets, letters, reports, minutes and other materials using a wide range of Microsoft applications e.g. Word, Excel, Access.
• To be responsible for maintaining, updating, and interrogating information systems to include producing standard reports.
• To organise, attend and minute meetings as required.
• To deal with a range of enquires from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly.
• To collaborate with others in order to make recommendations for developments of established processes and procedures.
• To take an active role in the team supporting team objectives and other team members, contributing to the training of new team members, where applicable.
• To establish working relationships with key contacts to continue to maintain / improve service levels.
• To ensure compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures, and codes as appropriate.
• To abide by university policies on Health and Safety.
• You may be asked to perform other duties occasionally which are not included above, but which will be consistent with the role.
  
  

Person Specification

The Person Specification is split into 2 sections: essential and desirable. Please demonstrate clearly how you meet all of the essential criteria. Where possible you should give examples of how, when and where you have used your experience, knowledge, specific skills and abilities to match those required for this particular job role.

Please ensure that you communicate this fully by creating a new document containing your supporting statement, refer to sample layout below, listing ALL OF THE CRITERIA and commenting against each one as to how you meet them.

This will need to be completed before you begin making your application online as you will be required to upload it. When uploading the supporting statement, the document title needs to read “supporting statement and should also detail the post reference number ending in BR” (relevant to the job you are applying for).

ESSENTIAL CRITERIA

• Ability to communicate effectively and professionally with a wide range of people.
• Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate.
• Ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices.
• Ability to work as an effective team member, providing advice and guidance to other team members where necessary.
• Evidence of ability to make independent and collaborative decisions and provide advice to inform others’ decisions that have a minor impact.
• Ability to plan, prioritise and organise own workload within established time scales.
• Proficient in using common office IT packages (e.g. MS Office).
• NVQ 2/GCSE level A-C or equivalent in English and Maths.
  
  

DESIRABLE CRITERIA

• Experience of dealing with maintenance contractors.
• Ability to set up standard administrative systems and procedures.
• Experience gained in a customer focussed administrative environment.
• Experience of coordinating maintenance / service provision within an accommodation and / or catering environment.
• Ability to speak Welsh or willingness to learn.
  
  

The desirable section contains a list of skills, qualifications and experience that it would be beneficial for the jobholder to have.

All shortlisting decisions will be based initially on essential criteria, with desirable being used to further select or deselect candidates as appropriate. We interview those candidates who are the closest match to the identified criteria.

An example of how to set out your document containing Essential and Desirable criteria is detailed below:

ESSENTIAL

• Ability to communicate effectively and professionally with a wide range of people.
  
  

Provide evidence

• Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate.
  
  

Provide evidence

And continue this by listing all Essential and Desirable criteria and providing evidence under each heading.

Additional Information

CAMPUS SERVICES INFORMATION

Campus Services provides a range of professional support services to students, staff and visitors at Cardiff University.

Residences manages accommodation places for approximately 5,500 students, both catered and self-catered.

In terms of catering, there are cafés and restaurants conveniently located across university campuses, in addition to a delivered hospitality service.

Cardiff University Sport exists to provide students and staff with a balanced, high quality and integrated sport service which meets the needs of a broad range of users.

The Nursery offers facilities for children aged between 10 weeks and 5 years and is divided into sections appropriate to the ages and development of the children.

Both residential and catering facilities are utilised for conferences and functions during the University’s vacation periods. A purpose built and designed conference centre and conference facility is also available throughout the year.

The Campus Services operation is supported by its own central administration functions covering the allocation of residences, human resource and quality, purchasing, facilities, finance, and general administration.

Salary Range Min.

24,900

Salary Range Max.

25,733

Job Category

Admin / Clerical

Grade

Grade 3