Administrative Assistant

at  Cardiff University

Key Duties

• Provide accurate and confidential secretarial support to the Occupational Health Physicians, liaising with and advising internal and external professionals and students.
• The delivery of high quality, accurate medical reports with utmost attention to detail.
• Maintain an effective audit trail using the systems and databases available to ensure student appointments are followed up and all actions are undertaken as required.
• To become familiar with the breadth of student support services at Cardiff University and relevant services elsewhere within the university.
• To undertake a full range of reception and administrative duties, including responding to emails and answering telephone enquiries; diary management, sorting and distributing mail and emails to appropriate individuals, filing, scanning and photocopying.
• To produce a wide range of documents including letters, reports, minutes (the taking of, production and distribution) and other materials using a wide range of Microsoft applications e.g. Word, Excel, Access and PowerPoint.
• Management of electronic diary system for room bookings, team members’ diaries and group calendars.
• To be responsible for maintaining, updating and conducting standard searches with the databases or spread sheets to produce standard reports and establishing new systems where appropriate.
• To maintain/set up office systems and processes, suggesting improvements and contributing to their continued development.
• To take responsibility for the administration of a specific event, project or area of work as directed by line-management.
• To organise travel (taxi) for members of the Student Support Centre, upon request.
• To support the work of the team, to contribute to team meetings, develop good practice within the team and assist colleagues in their work.

General Duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• To abide by all University policies including Health and Safety and Equality and Diversity and act in accordance with University values and behaviours.
• Perform other duties occasionally which are not included above, but which will be consistent with the role.

Key Duties

• Provide accurate and confidential secretarial support to the Occupational Health Physicians, liaising with and advising internal and external professionals and students.
• The delivery of high quality, accurate medical reports with utmost attention to detail.
• Maintain an effective audit trail using the systems and databases available to ensure student appointments are followed up and all actions are undertaken as required.
• To become familiar with the breadth of student support services at Cardiff University and relevant services elsewhere within the university.
• To undertake a full range of reception and administrative duties, including responding to emails and answering telephone enquiries; diary management, sorting and distributing mail and emails to appropriate individuals, filing, scanning and photocopying.
• To produce a wide range of documents including letters, reports, minutes (the taking of, production and distribution) and other materials using a wide range of Microsoft applications e.g. Word, Excel, Access and PowerPoint.
• Management of electronic diary system for room bookings, team members’ diaries and group calendars.
• To be responsible for maintaining, updating and conducting standard searches with the databases or spread sheets to produce standard reports and establishing new systems where appropriate.
• To maintain/set up office systems and processes, suggesting improvements and contributing to their continued development.
• To take responsibility for the administration of a specific event, project or area of work as directed by line-management.
• To organise travel (taxi) for members of the Student Support Centre, upon request.
• To support the work of the team, to contribute to team meetings, develop good practice within the team and assist colleagues in their work

General Duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• To abide by all University policies including Health and Safety and Equality and Diversity and act in accordance with University values and behaviours.
• Perform other duties occasionally which are not included above, but which will be consistent with the role