Administrative Assistant - Clinical Assessments and Placements

Cardiff University; United Kingdom; Hybrid; GBP 24,000 - 26,000; Part time

Job summary

Cardiff University is seeking a Clinical Assessments and Placements Assistant to support the School of Pharmacy and Pharmaceutical Sciences. This role involves scheduling placements, assisting with assessments, and providing administrative support. The position offers a blended working arrangement and is part-time, fixed term until March 2026.

Benefits

Flexible working arrangements

Opportunities for progression

Living Wage supporter

Qualifications

• Experience in an administrative or office setting.
• Ability to communicate with a wide range of stakeholders.

Responsibilities

• Assist in the delivery of clinical assessments and placements.
• Deal with inquiries from internal and external customers.
• Support the Education and Students Team.

Skills

Communication

Organizational Skills

Problem Solving

Education

Administrative Experience

Tools

MS Office

Job description

Advert

Please note that this job is open only to current Cardiff University staff who are eligible for Redeployment.

Internal Redeployment Only - Clinical Assessments and Placements Assistant
School of Pharmacy and Pharmaceutical Sciences

The School of Pharmacy and Pharmaceutical Sciences is looking to recruit an enthusiastic individual to deliver Scheduling and Placements activity as part of our Education and Students Team, working alongside academic staff and students to deliver key activities and enhance the student experience. This will include assisting in the delivery of clinical assessments and working with external placement providers to co-ordinate placements.

We'd like to hear from you if you have experience in an administrative or office setting, using common office IT packages and have the ability to communicate with a wide range of stakeholders effectively.

We can offer you the chance to work in a vibrant organisation, with great benefits 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 may 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.

Please contact Mr Luke Bonome-Davis, [e-mail] for an informal, confidential discussion about the role.

This position is part time (31.5 hours hours per week) and fixed term until 31 March 2026.

Salary: £24,900 - £25,733 per annum, pro-rata (Grade 3). We do not anticipate appointing this position above Grade 3, point 13, £24,900 per annum.

Closing date: Monday, 19 May 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

JOB PURPOSE
Provide an administrative service to the School of Pharmacy and Pharmaceutical Sciences, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on placement and assessments, ensure the Education and Students 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, working from another location, e.g. your home, can be agreed. 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.

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

• Assist in the allocation of suitable placement learning opportunities for students, including providing advice and support for placement travel and accommodation, and collating expense claims where appropriate.
• Assist in the allocation of students to learning groups for scheduling.
• Assist in the preparation and distribution of information to staff, students and stakeholders relating to placements, updating schedules on a regular basis and ensuring amendments are communicated to affected parties.
• Provide support for administering student OSCE assessments, including the processing of results.
• Gather, maintain and analyse data to update administrative systems with accurate information, establishing basic trends and patterns in any data submitted, including:
• Maintain electronic Student Records
• Organise and provide placement feedback
• Plan, organise & service a range of meetings and committees
• Assist in the organisation and delivery of School wide events, including placements- related enrolment activities, assessments, open days and graduation
• Liaise with colleagues, University central administrative divisions, students and other external organisations to facilitate knowledge transfer and the sharing of good practice as required.
• Support the work of the Education and Students team, to contribute to team meetings, develop good practice within the team and assist colleagues in their work.
• Take a proactive approach to supporting our programmes, students and staff.

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.

Additional Information

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.

1. Regular one-to-one meetings with your team leader.
2. An experienced and supportive team around you.
3. A staff mentoring scheme.
4. Support to learn Welsh or to update language skills.

Person Specification

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

1. Ability to carry out a variety of administrative tasks, including writing clearly and concisely.
2. Experience of working in an administrative or office setting.
3. Experience of using common office IT packages (e.g. MS Office, e-mail etc.).
4. 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).
5. 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.
6. Ability to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and members of the public) as appropriate.
7. Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary.
8. Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.
9. Ability to use your initiative to solve problems and respond to queries, finding and proposing the best solution.

Desirable Criteria

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