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Internal Applicants Only - Programme Administrative Assistant
☞ Cardiff University / Prifysgol Caerdydd
View: 102
Update day: 05-10-2024
Category: Administrative / Clerical / Assistant
Industry: Higher Education
Position: Entry level
Job type: Full-time
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Job content
19073BRCardiff School of Social Sciences
Administrative Support
Advert
This post is currently open to employees of Cardiff University only. Please do not apply if you do not have a current contract of employment with the University.
Internal Applicants Only - Programme Administrative Assistant
An exciting opportunity has arisen in the School of Social Sciences Education and Students team for a new Programme Administrative Assistant. As a valued member of the Education and students team, you will be responsible for providing a comprehensive professional administrative support to the School, offering support and guidance to applicants, students and staff in respect to the taught programmes of study that we offer. As a valued member within the student hub, you will provide a front line service to staff and students managing daily in person and electronic enquiries. You will also provide support and assistance to other members of the Education and Student Team to ensure the delivery of an effective and efficient service.
This post is full time (35 hours per week) fixed term for a period of 12 months and available immediately.
Salary: £23,700 - £24,533 per annum (Grade 3), with 2 annual increments up to £24,533 per annum (final salary at top of grade)
Responsible to Mrs Jackie Swift, Teaching and Learning Team Manager
For an informal discussion about the role please contact Mrs Jackie Swift Swift@cardiff.ac.uk, Telephone 029 2087 5333
Cardiff University offers many excellent benefits, including 40 days annual leave (including bank holidays), blended working (meaning you will be able to work from home for some of your time), a cycle to work scheme and other travel initiatives, annual increments up the pay scale, and more. It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.
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.
This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you may 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.
Closing date: Thursday, 19 September 2024
External applications are currently not being considered for this post. If the decision is made to open the post to external candidates, the strapline at the top will be removed and you will be given ample time to apply – please check back periodically for details.
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. We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. 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.
Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.
Job Description
Provide an administrative service to the School, engaging and completing a range of routine tasks to meet operational and customer service requirements. Providing support and guidance on our taught programmes of study to staff and students and ensuring the Education and Students team is supported and key duties undertaken.
Key Duties
- Deal with a range of enquiries from students, staff and external partners on programme administration and support in a professional manner. Take time to fully establish the requirements of the enquiry, adapting standard responses accordingly, and escalating where necessary.
- Develop detailed knowledge of University procedures in relation to programmes of study, admissions, assessment, student support, extenuating circumstances and discipline.
- Work as part of a team to support intake and selection procedures for the programme, develop and update documentation, timetable lectures and classes, process standard forms and manage assessment procedures for all programmes.
- Use and advise others on the use of systems and software (SIMS, Grademark, Turnitin, Qualtrex, Blackboard, Business Objects, Timetabling software, programme software).
- Act as minute secretary to School Committees and meetings, where needed, taking and producing minutes and keeping accurate records.
- Take an active part in supporting School events such as induction, assessments graduation, poster days and conferences.
- Input data on to central databases (SIMS) and local files, ensuring accuracy of reporting, confidentiality and data protection.
- Assist Programme Administrators with the production and updating of print and web-based programme and module information, such as handbooks.
- Collaborate with others in order to make recommendations for developments of established processes and procedures relating to programme management and student support.
- Take a proactive approach to supporting our programmes, students and staff.
- Undertake a variety of administrative duties to support the team and School.
- Undertake basic analysis of data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate.
- Lead by example and support other employees across the school on the details of the administration of our programmes, our student cohorts and School-based policies.
- As part of a team, deliver frontline services to students and staff, answering a wide range of queries, resolving issues and making referrals where needed.
- Establish working relationships within the team and engage with monitoring and reviewing procedures to help improve service levels.
- Undergo personal and professional development that is appropriate to and which will enhance performance.
- Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
- Abide by University policies on Health and Safety, Equality and Diversity and data protection.
- Perform other duties occasionally which are not included above, but which will be consistent with the role.
Essential Criteria
- NVQ 2/GCSE level A-C or equivalent.
- Significant experience of working in an administrative or office environment.
- Proficient in using common office IT packages (e.g. MS Office)
- Ability to set up standard administrative systems and procedures.
- Ability to communicate effectively and professionally with a wide range of people.
- Ability to work as an effective team member, providing advice and guidance to other team members where necessary.
- Proven ability to deal professionally and effectively with requests for information or service, resolving issues directly where possible and making referrals where needed.
- Ability to plan, prioritise and organise own workload within established time scales.
- Ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices.
- A willingness to undertake further training and development.
- A-Levels or equivalent.
- Experience of supervising others.
- Experience of working in a Higher Education environment.
- Fluency in Welsh, written and oral.
It is Cardiff University’s policy to use the person specification as a key tool for shortlisting. Therefore, candidates must evidence they meet ALL the essential criteria and, where relevant, the desirable.
As part of the application process, you are asked to provide this evidence via a supporting statement. Please ensure that the evidence you are providing corresponds with the numbered criteria outlined in the person specification. Your application will be considered based on the information you provide for each criterion.
When attaching the supporting statement to your application profile, please ensure you name it with the vacancy reference number: XXXXBR.
Your application will be at risk of not being progressed if you do not evidence you have met all essential criteria. The school welcomes the submission of CVs to accompany evidence of the job-based criteria.
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).
Additional Information
Cardiff University School of Social Sciences
The School of Social Sciences is an internationally recognised centre of excellence in research and teaching across a range of subject areas, including Social Policy, Sociology, Criminology, Education, Social Psychology, and Social Work.
We deliver a substantial programme of research, both fundamental and strategic, funded by ESRC, AHRC, MRC, charitable foundations, the European Union, Central Government departments and agencies and voluntary associations. In the 2021 UK Research Excellence Framework the School was returned to two sub panels, Sociology and Education. We were placed in the top ten in each sub panel by grade point average, joint first for impact in Education and fourth overall for research power in Sociology.
The School has a large student population, with almost 1000 undergraduates, and 300 postgraduates. We have ESRC recognition for doctoral training in the fields of Criminology, Social Policy, Sociology, Education, and Science, Technology and Innovation and have secured a large number of ESRC collaborative doctoral awards. Our taught and postgraduate research programmes welcome students from around the world.
The School hosts a number of research centres and institutes, including the University’s Police Studies Institute (UPSI), now part of the University’s Crime & Security Research Institute; the Wales Institute for Economic Research & Data (WISERD); the Children’s Social Care Research and Development Centre (CASCADE); the Centre for Development, Evaluation, Complexity and Implementation in Public Health Improvement (DECIPHer); the Cardiff Unit for Research and Evaluation in Medical and Dental Education (CUREMeDE); Centre for Adult Social Care Research (CARE) and the Seafarers’ International Research Centre (SIRC). Many of the School’s research centres are housed in the University’s Social Science Research Park (SPARK) – a world first, and part of the University’s wider Innovation Campus.
The School of Social Sciences holds an Athena SWAN Bronze Award that recognises good employment practice and a commitment to develop the careers of women working in academia. Cardiff University is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. We actively encourage women to apply. We will also always consider proposals for flexible working or job share opportunities.
Salary Range Min.
23,700
Salary Range Max.
24,533
Job Category
Admin / Clerical
Grade
Grade 3
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Deadline: 19-11-2024
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