Administrative Assistant (Central Operations)

Job title:

Administrative Assistant (Central Operations)

Company

Cardiff University

Job description

School / DirectorateThe Research ServiceAdvertAdministrative Assistant (Central Operations)We are looking for an enthusiastic, positive and reliable individual to provide an administrative service to the Central Operations team in the Research Service, engaging in and completing a range of tasks to meet operational and customer service requirements. You will adopt a professional approach to managing all duties in a manner which reflects the Department’s values and service standards.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.This post is full-time, fixed term for 12 months and available immediately.Salary: £24,600 – £25,433 per annum (Grade 3)Date Advertised: 03 January 2025Closing date: 2 February 2025This post has previously been advertised to employees of Cardiff University only. We now invite external applications.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 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.Post Reference Number19487BRJob DescriptionKey Duties

• Deal with a range of enquires 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.
• Provide a comprehensive and confidential administrative support service to support the Executive Officer and the Department.
• Gather and analyse data to update administrative systems with accurate information, establishing basic trends and patterns in any data submitted.
• Contribute to the success of the team, leading others through example providing support and guidance as applicable.
• Maintain records, both manual and computerised, producing reports as required.

Specific Duties

• Ensure good internal control with respect to the Purchase Ledger function, e.g. ensure raise all Purchase Orders for the Department and ensure they are raised and forwarded to the appropriate signatories and coded correctly.
• Run financial reports to monitor the Departments allocated budget.
• Maintain a Departmental inventory of equipment.
• Maintain personnel records for the Department on the University’s HR System (People XD)
• Process recruitment requisitions on the University’s recruitment system (Kenexa) for the department
• Assist with Departmental Health and Safety processes and procedures, including undertaking Display Screen Assessments.
• Event management for Departmental meetings/events.
• Provide a general administrative service to the Research Service Department.
• To undertake certain duties in support of the Director in the absence of the Executive Officer and PA to the Director.

General Duties

• Exercise discretion and observe any confidentiality requirements when undertaking duties.
• Abide by relevant University policies, including but not limited to, Health and Safety and Equality and Diversity.
• Perform other duties occasionally which are not included above, but which will be consistent with the role

Salary Range Max.25,433GradeGrade 3Salary Range Min.24,600Job CategoryAdmin / ClericalAdditional InformationThe Research ServiceCardiff is an ambitious and innovative university located in a beautiful and thriving capital city. Our world-leading research was ranked 5th for quality amongst UK universities in the 2014 Research Excellence Framework and we provide an educationally outstanding experience for our 30,000 students. With an annual budget in excess of £500 million and around 6,000 staff, Cardiff is a member of the Russell Group of the 24 leading UK research-intensive universities. The University has 24 academic schools grouped into three colleges: Biomedical & Life Sciences, Physical Sciences & Engineering and Arts, Humanities & Social Sciences.The University’s ambition is to rank consistently among the top 100 universities in the world. Cardiff is also developing its Innovation System through a focused programme of investment in people and infrastructure. Research funding secured from competitive, external sources exceeds £100 million annually and the University aims to grow this further through winning grants from a wide range of national and global sources.The Research Service supports the University’s research community in initiating and delivering research and innovation activities. Led by the Director, Vanessa Cuthill, we provides services via over 100 expert staff organised in five specialist teams: Research Grants Office; Research Integrity, Governance and Ethics; Research Development; Research Commercialisation and Impact; Research Strategy and Operations and Business Engagement and Partnerships. The Department works closely with academic and professional services staff from all areas of the institution.Career PathwayAdministrative SupportPerson SpecificationImportant note: It is the University’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 that the evidence you are providing corresponds with the numbered criteria outlined below. Your application will be considered based on the information you provide under each element.When attaching the supporting statement to your application profile, please ensure that you name it with the vacancy reference number, e.g. Supporting Statement for XXXXBR.Essential Criteria * NVQ 2/GCSE level A-C or equivalent (to include English and Maths)

• Experience of working in an administrative or office environment
• Proficient in using common office IT packages (e.g. MS Office, including spreadsheets, email and calendar systems)
• Ability to set up standard administrative systems and procedures
• Ability to communicate effectively and professionally with a wide range of people, including handling confidential information
• Experience of working 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
• Ability to plan, prioritise and organise own workload within established time scales and the ability to use initiative in solving problems and responding to queries.
• A willingness to undertake further training and development

Desirable Criteria * A-Levels or equivalent

• Experience of working in a Higher Education environment
• Ability to speak Welsh
• Experience with Oracle EBS system
• Experience with the People XD system

Expected salary

£24600 – 25433 per year

Location

Wales

Job date

Sat, 04 Jan 2025 23:45:03 GMT

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