Administrative Officer - Specialist

☞ Cardiff University

View: 108

Update day: 01-06-2024

Location: Cardiff Wales

Category: Administrative / Clerical / Assistant Human Resources

Industry: Education

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Administrative Officer - Specialist
Central Support Services

Cardiff University has an exciting opportunity for an Administrative Officer to join our Central Support Services team within the University IT department. The team is responsible for providing support for Human Resources administration, Health & Safety and Business Continuity to the whole department.

As a member of the Central Support Services Team, you will provide a highly professional service to support the operational requirements of University IT. You will be proactive, have good communication skills, an ability to work flexibly and respond to changing work priorities in a busy environment, excellent IT skills, and demonstrable problem-solving abilities.

This post is full-time and open ended.

Salary: £22,847 - £27,116 per annum (Grade 4)

Date advert posted: Tuesday, 30 November 2021

Closing date: Tuesday, 28 December 2021

This post has previously been advertised to employees of Cardiff University only. We now invite external applications.

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

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.

Job Description

Provide a comprehensive professional administrative support to the Department, including providing support and guidance on Human Resource administration and Health and Safety administrative processes in the department.
Key Duties
  • Provide detailed advice and guidance on Human Resources administration and Health and Safety processes and procedures 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.
  • Collaborate with others in order to make recommendations for developments of established processes and procedures.
  • 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.
  • Undertake a variety of administrative duties to support the team and department.
  • Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate.
  • Instruct and guide other employees across the University within on areas relating to the team’s remit.
General Duties
  • 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.

Person Specification

Essential Criteria
Qualifications and Education
  • NVQ 3/A-Levels or equivalent
Knowledge, Skills and Experience
  • Substantial experience of working in an administrative role.
  • A good working knowledge of Human Resources administration and Health and Safety policies and procedures and willingness to undertake further training as required.
  • Ability to set up standard office systems and procedures and make improvements as appropriate.
Customer Service, Communication and Team Working
  • Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
  • Proven ability to advise and influence key stakeholders.
  • Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.
Planning, Analysis and Problem solving
  • Evidence of ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available.
  • Evidence of ability to analyse processes and procedures, and advise on improvements.
  • Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work.
Desirable Criteria
  • Degree or an equivalent qualification or equivalent work related experience
  • Experience of working in a Higher Education environment
  • Fluency in Welsh, written and oral

Additional Information

The Central Support Services Team also provide support for various non-technical activities across University IT, these include:
  • liaison between Safety and Staff Wellbeing and University IT, developing, managing, implementing and monitoring the departments’ health and safety management systems, liaison between Estates and University IT
  • coordination of minor works for the University IT Park Place buildings
  • facilities management for the University IT Park Place buildings, optimising the use of space and helping to maintain a professional, safe and comfortable working environment
  • ensuring departmental business continuity plans are documented, reviewed, signed off and tested
  • providing department-level HR administration support
  • coordinating logistical services for the University IT Park Place buildings
  • monitoring progress against external audits
  • providing committee support.

IMPORTANT: Application Information
It is the University’s policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL of the essential criteria as well as, where relevant, the desirable.
As part of the application process, you will be asked to provide this evidence via a Supporting Statement. Please ensure that the evidence you are providing corresponds with the numbered Person Specification criteria. You should give examples of how, when, and where you have used your experience, knowledge, specific skills, and abilities to match those required for this particular job role. Your application will be considered based on the information you provide under each element.

Please ensure when submitting this document / attaching it to your application profile you name it with the vacancy reference number e.g., Supporting Statement for 12837BR.

Salary Range Min.

22,847

Salary Range Max.

27,116

Job Category

Admin / Clerical

Grade

Grade 4
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Deadline: 16-07-2024

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