Internal Applicants Only – Administrator

Job title:

Internal Applicants Only – Administrator

Company

Cardiff University

Job description

School / DirectorateCardiff School of History, Archaeology and ReligionAdvertThis post is currently open to employees of Cardiff University only. Please do not apply if you do not have a current contract of employment with the University.Internal Applicants Only – Administrator
School of History, Archaeology & ReligionAn opportunity is available for an enthusiastic and motivated individual to join the School of History, Archaeology and Religion as an Administrator in our Education Team. In this role you will provide administrative support and guidance for undergraduate and postgraduate programmes of study in SHARE, engaging in and completing a range of routine tasks and key duties to meet operational and customer service requirements. This role will be part of the school’s professional services team and will work closely with the Education Manager, Team Managers, Administrative Officers, other administrators and key members of academic staff.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.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.Cardiff University offers many excellent benefits, including 40 days annual leave (including bank holidays), blended working (meaning you will be able to work from home for some of your time), a cycle to work scheme and other travel initiatives, annual increments up 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.For informal discussions, please contact Sam Haines (Team Managers) atInformal enquiries in relation to the recruitment / application process can be sent to Leah Fowler, HR Administrator – SHARE-HR@cardiff.ac.ukThis post is full time (35 hours per week), is fixed term until 31 July 2026 and is immediately available.Salary: £25,249 per annum (Grade 3), with 2 annual increments up to £26,093 per annum (final salary at top of grade).Closing date: 7 September 2025External applications are currently not being considered for this post. If the decision is made to open the post to external candidates, the strapline at the top will be removed and you will be given ample time to apply – please check back periodically for details.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 Number20621BRJob DescriptionKey Duties and ResponsibilitiesKey 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 School, including but not limited to enrolment, processing coursework and exams, servicing examining boards and other meetings, and maintaining programme and module information and student records.
• 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.
• Develop and maintain a detailed knowledge of regulations and procedures relating to programmes of study in the School
• Represent the School at meetings, events, committees and working groups as required.
• Work flexibly across the School’s administrative team, contributing to the achievement of the team’s objectives, supporting others and providing cover for colleagues, as required.
• Actively contribute to the success of the team and support the supervision and management of it.

Specific Duties

• To provide a high-quality, efficient and effective service to students, liaising with members of academic and professional services staff as appropriate, and dealing with a full range of queries.
• To respond promptly, professionally and accurately to requests for information and assistance from students, academics, University Professional Services and external organisations, applying knowledge and understanding of the area of work to identify needs and provide an appropriate resolution to issues.
• To undertake a variety of administrative duties to support School taught programmes including enrolment, processing coursework and exams, servicing examining boards and other meetings, and maintaining programme and module information and student records.
• To use the University Student Records System and its reporting tool Business Objects to maintain and update student records, and record and process assessment and examination marks to the highest levels of accuracy.
• To contribute to the continuing improvement and development of the service, processes, and procedures of the School, ensuring the delivery of an excellent student experience remains a core aim, through collaboration with team members and stakeholders.

General Duties

• To ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• To exercise personal responsibility, judgement and initiative, with minimal supervision.
• To supervise temporary/casual staff, where required.
• To undertake appropriate training and development activities.
• 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 take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, EC directives and the University’s Safety, Health and Environment Policies and procedures and to co-operate with the University on any legal duties placed on it as the employer.
• 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.

Salary Range Max.26,093GradeGrade 3Salary Range Min.25,249Job CategoryAdmin / ClericalAdditional InformationADDITIONAL INFORMATIONHOW WE WILL SUPPORT YOU IN PERFORMING THIS ROLEWe want to support and develop you in the role, using a combination of the following to help you reach your full potential. * Regular one-to-one meetings with your team leader.

• An experienced and supportive team around you.
• Support to undertake job-relevant training and development, as identified by your Line Manager. This could be informal or could be an apprenticeship leading to a formal qualification, such as Business administration NVQ.
• A staff mentoring scheme.
• Support to learn Welsh or to update language skills.

Career PathwayAdministrative SupportPerson SpecificationWe 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 .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 * Ability to carry out a variety of administrative tasks, including writing clearly and concisely.

• Experience of working in an administrative or office setting.
• Experience of using common office IT packages (e.g. MS Office, e-mail etc.).
• 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).
• 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.
• Ability to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and members of the public) as appropriate.
• Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary.
• Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.
• Ability to use your initiative to solve problems and respond to queries, finding and proposing the best solution.
• A willingness to undertake further training and development.

Desirable Criteria * Experience of working in a Higher Education environment.

• Ability to speak/understand Welsh or a willingness to learn.
• NVQ2/GCSE level A-C or equivalent

Expected salary

£25249 per year

Location

Cardiff

Job date

Sun, 24 Aug 2025 01:52:33 GMT

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