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 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 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

• Experience of working in an administrative or office setting.
• Ability to carry out a variety of administrative tasks, including writing clearly and concisely.
• 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.

JOB PURPOSE

Provide an administrative service to the Division of Population Medicine located within the School of Medicine on the Heath Park campus, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on administrative processes and procedures, ensure the Marie Curie Centre team is supported, and key duties undertaken.
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.

DUTIES AND RESPONSIBILITIES

Key Duties

• Deal with a range of enquires from internal and external 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 department.
• Actively contribute to the success of the team and support the supervision and management of it.

Specific Duties

• Administrative tasks: produce documentation, plan and organise meetings, assist with making travel bookings and arrangements,
• Uploading research activity on ‘research fish’; an online portal
• Arranging meetings and provide secretarial support with minute taking and agenda setting
• Assist in the preparation and distribution of material for events, research dissemination and digital content
• Assist with booking travel and expense requests for the Marie Curie Team; using the bespoke travel system, SAP Concur.
• Manage the Marie Curie Centre email in-box, responding to general inquiries
• Arrange the off-site storage of research papers
• Provide administrative assistance with the updating of the Marie Curie webpage

Financial Administration

• Work with the local Division administration team when booking conferences and ordering goods/services
• Logging financial transactions and ensuring payment has been made

Event Co-ordination support

• Support the Marie Curie Centre team with administration for events, webinars and workshops
• Co-ordinate logistics for both online and in-person events, such as booking venues, arranging catering and setting up virtual meeting platforms.

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.

• Regular one-to-one meetings with your line manager and mentor.
• An experienced and supportive team around you.
• Support to undertake job-relevant training and development, as identified by your Line Manager.
• A staff mentoring scheme.
• Dignity and Wellbeing Contacts at a local and organisation level
• Employee assistance programme (Vivup) offers confidential support
• Division and School EDI committee members