Administrative Officer – Quality Assurance and Enhancement

at  Cardiff University

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 aptitude to be successful in the role. You should have an interest in managing and developing a team. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team and to provide supervisory support to those under your line management.
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).

JOB PURPOSE

To provide comprehensive and professional administrative support to the Quality, Assurance and Enhancement Team, including line management of an administrative assistant.
The work of the team focuses on the Quality Assurance processes of documentation, ensuring all information meets requirements, this role would provide support and guidance on quality assurance processes for the Centre of Medical Education, including student evaluation for modular undergraduate and postgraduate taught courses, and programme development.
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.

KEY DUTIES

• Overseeing the day-to-day operation of the Administrative Assistant, including allocating tasks, completing probation, annual appraisal, and staff development requirements; and providing training and wellbeing support to staff members where necessary.
• Support the team to work together to achieve shared objectives which includes Module Enhancement Evaluations and Schedule for Undergraduate and Postgraduate taught programmes, External Examiners, Programme Development changes, Handbooks.
• Work with key contacts to make recommendations to improve our ways of working, developing appropriate communication links with the Centre and outside bodies as required.
• Establish productive relationships with key individuals (University colleagues and external contacts) to help improve the level of service the team provides to its customers.
• Perform a variety of administrative duties to support the team and department achieve its goals.
• Gather and analyse data so that informed decisions can be made, establishing basic trends and patterns in the data, and providing reports and recommendations for management.
• Instruct and guide colleagues across the University within Quality and Enhancement processes as required including production of guidance and standard procedures for team members.
• Provide advice on Quality Assurance processes/procedures to internal and external stakeholders, using judgement and creativity.
• Acquire student handbooks from Programme Teams, quality checking them for keying errors or inaccurate information, chasing any outstanding requirements and submitting the handbooks by completing the reviews by an agreed deadline.
• Monitor the External Examiner Log by ensuring External Examiner vacancies are being filled with eligible candidates, within the required timeframes which includes making sure the correct paperwork has been completed.
• Support the team leader with any higher-level data entry, reporting or variation to programmes paperwork if required.

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.

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. 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.
4. A staff mentoring scheme.
5. Support to learn Welsh or to update language skills.