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 with particular interest in building operations or facilities management, showing your transferable skills and aptitude 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 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).

Essential Criteria

• Ability to communicate in writing clearly, concisely, and effectively to provide detailed advice and guidance.
• Evidence of a good standard of numeracy and IT literacy.
• Experience of working in an administrative role or environment and ability to set up standard office systems and procedures, making improvements to these as appropriate.
• Specialist knowledge of supporting building and facilities management.
• Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
• Ability to advise and influence key stakeholders in your area of work.
• Ability to explore customers’ needs and adapt the service you provide accordingly to ensure a quality service is delivered.
• Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions.
• Ability to work unsupervised to deadlines, planning, setting and monitoring your priorities and those of the team.
• NVQ3/A Levels or equivalent experience

Desirable Criteria

• Experience of working within a Health & Safety, or a role with Health & Safety components.
• Experience of working in a similar environment, e.g. Higher or Further Education
• Ability to speak/understand Welsh or a willingness to learn.

DUTIES AND RESPONSIBILITIES

To provide facilities and building support to the School of Computer Science and Informatics and the School of Mathematics within the Abacws Building and other campus locations. Support both Schools by reporting and monitoring maintenance requests until completion and deputise for the Facilities Manager as needed for facilities or building related projects. The successful candidate will also have the opportunity to build on their health & safety experience by completing building inspections and supporting the creation of new safety processes within Lab and other technical spaces.

KEY DUTIES

• Provide detailed advice and guidance on facilities and day to day activities of the Abacws building and other School locations.
• Collaborate with the Facilities and Technical Services team to make recommendations and develop basic processes and procedures for office and lab spaces. (e.g. to support the management the Health & Safety provision in these spaces).
• Provide advice to internal and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate, contributing to the resolution of more complex issues.
• Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the University’s Schools/Directorates and outside bodies as required to help improve the level of service the team provides to its customers.
• Coordinating and/or completing a range of routine tasks to meet operational and customer service requirements.
• Perform a variety of administrative duties to support the team and departments meet their objectives
• 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.
• Contribute to the success of the team, leading others through example, and supporting the supervision and management of the Facilities and Technical Services Team.
• Instruct and guide other colleagues within the School of Mathematics and the School of Computer Science and Informatics on health & safety processes.

SPECIFIC DUTIES

• Work closely with the Facilities Manager to plan, coordinate, and execute the processes for space allocations, furniture orders, and preventive maintenance.
• Help to arrange training for and organise the Fire Marshals and First Aiders for each location.
• To undertake regular building safety and spot check inspections reporting on findings / issues for attention by others.
• Report, log, and monitor maintenance issues and liaise with colleagues in the Estates Department.
• Coordinate and / or undertake manual handling tasks seeking support from the central Manual Handling team as required.
• Report security incidents to University Security Services and liaise on any follow-on actions.
• To work with relevant colleagues to oversee local Display, Screen & Equipment Assessments (DSE Assessments) for staff located in relevant buildings.
• Support the Facilities Manager to coordinate the control of keys / access cards and local management of access control, liaising with building occupants and security services to ensure effectively secured buildings.
• To support the creation and review of relevant risk assessments for the building, specialised spaces, and events.
• Oversee the organisation of relevant meetings, taking minutes/action logs and contributing to agenda items, as necessary.
• Contribute and assist in the regular review of operational building management and Health, Safety and Environment documentation, processes, and procedures.
• Undertake fire warden and first aid duties (training will be provided) and support Security Services with planned evacuations / drills.

GENERAL DUTIES

• Support and assist the Facilities Manager in the achievement of team objectives.

• Organise and facilitate event preparation / arrangements e.g., set up rooms, set up equipment and reset after events.

• Be responsible for the day-to-day needs of the Abacws building, including overseeing stationery orders, maintaining the kitchen stock levels, and ensuring printers are stocked with paper.
• Perform other duties occasionally which are not included above, but which will be consistent with the role
• To undertake a variety of administrative duties to support the Schools.
• 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.
• Uphold the Professional Services Values & Behaviours or local equivalent.