Administrative Assistant – Assessment

Cardiff University


School of Medicine

Administrative Support


Administrative Assistant – Assessment
Centre for Medical Education
School of Medicine
College of Biomedical and Life Sciences

An exciting position has arisen for an Administrative Assistant to join the Centre for Medical Education in the School of Medicine, Cardiff University. Located in the Assessment Team the post holder will work as part of a team assisting the Assessment Officers in the preparation and organising of exams including printing of exam papers and assessment documents, creating badges, recruitment of examiner and actors for clinical exams , booking rooms, ordering, providing support for meetings such as sending out invites, monitoring responses and minute taking, creating student calendars, data entry and maintenance of student records.  You will also have responsibility for monitoring and responding to queries in  the generic email accounts s and will work closely with other team members and teams within the Centre for Medical Education.
You should be customer focused, organised, possess very good written and oral communication skills, and be able to coordinate effective team working as well as working on your own initiative.  Attention to detail and accuracy will be critical.  You should have significant experience of working in an office environment, with experience of the Higher Education sector being an advantage.  You should possess good IT skills (across all MS Office packages) and customer service experience.

The post is based at the Heath Park site. The majority of roles at Cardiff University are currently operating under “blended working” arrangements, with staff having the flexibility to work partly from home and partly from the University campus depending on specific business requirements. Discussions around these arrangements can take place after the successful candidate has been appointed.

Cardiff University offers many excellent benefits, including 40 days annual leave (incl bank holidays), local pension scheme, a cycle to work scheme and other travel initiatives, annual increments within the pay scale, and more. It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.

This post is full time (35 hours per week), fixed term to cover a secondment and is available from 20 March 2023 until 27 October 2023.  

For an informal discussion about the role, please contact Sarah Jones, Assessments Team Leader at [email protected]

Salary: £22,197– £24,144 per annum (Grade 3). Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances. 

Date advert posted: Thursday, 16 March 2023

Closing date: Thursday, 30 March 2023
Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received
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. 

Job Description

Job Purpose

Provide an administrative service to the School/Directorate, engaging and completing a range of routine tasks to meet operational and customer service requirements. Providing support and guidance on the administration of assessments within the MB BCh programme, ensuring the Assessment and Data Unit team is supported and key duties undertaken.

Duties and Responsibilities

Key Duties

•    Deal with a range of enquiries from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly
•    Collaborate with others in order to make recommendations for developments of established processes and procedures
•    Establish working relationships with key contacts to help improve service levels
•    Undertake a variety of administrative duties to support the team and department
•     Update administrative systems and databases with accurate information
•    Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team

Specific Duties

•    Produce documentation, plan and organise meetings in line with approved University guidance, take minutes and ensure any travel arrangements are made
•    Assist in the production of assessment documentation
•    Assist in the planning and preparation of clinical and written exams
•    Assist in the recruitment of patients and examiners
•    Assist in the preparation of examination papers
•    On the day support for both clinical and written examinations
•    Maintenance of programme and student records

General Duties

•    Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
•    Abide by University policies on Health and Safety and Equality and Diversity
•    Perform other duties occasionally which are not included above, but which will be consistent with the role

Person Specification

Essential Criteria

Qualifications and Education

1.    NVQ 2/ 5 GCSE level A-C or equivalent, including English and Mathematics

Knowledge, Skills and Experience

2.    Significant experience of working in an administrative or office environment
3.    Proficient in using common office IT packages (e.g. MS Office) including databases
4.    Ability to set up standard administrative systems and procedures

Customer Service, Communication and Team Working

5.    Ability to communicate effectively and professionally with a wide range of people
6.    Ability to work as an effective team member, providing advice and guidance to other team members where necessary
7.    Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate being aware of confidentiality and data protection guidance

Planning, Analysis and Problem Solving

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


10.    A willingness to undertake further training and development

Desirable Criteria

1.    A-Levels or equivalent
2.    Experience of working in a Higher Education environment
3.    Fluency in Welsh, written and oral

Additional Information

How we will support you in performing in this role – 

There are some things that you must have before you can start this role (see ‘Essential Criteria’), but other things can be developed either through training, or just by general on-the-job experience.  We want to support and develop you once you have started in the role using a combination of the following to get the best out of you:

1.    Regular one-to-ones with your manager
2.    An experienced and supportive team around you
3.    Supporting you through job-relevant training and development that you may require
4.    A mentoring scheme

IMPORTANT- Evidencing Criteria

It is the School of Medicine’s policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL of the essential criteria as well as, where relevant, the desirable. As part of the application process you will be asked to provide this evidence via a supporting statement.

Please ensure when submitting this document / attaching it to your application profile you name it with the vacancy reference number, in this instance for this post, 16285BR

If candidates do not provide written evidence of meeting all of the essential criteria then their application will not be progressed. The School of Medicine welcome the submission of CVs to accompany evidence of the job-based criteria.

Job Category

Admin / Clerical, Education, Health, Medical & Dental

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