Administrative Assistant / Receptionist

Advert

Administrative Assistant / Receptionist
Division of Population Medicine
School of Medicine
College of Biomedical and Life Sciences

The opportunity has arisen for an Administrative Assistant / Receptionist to join the Division of Population Medicine. The post holder will provide a warm and friendly customer service on the reception desk to all visitors, staff and students that enter the Neuadd Meirionnydd Building on the Heath Park campus.  The role will involve the post holder to undertake routine administrative tasks to support both students and academic members of staff with their operational requirements.

You should have good customer service experience, possess good written and oral communication skills and be able to work effectively in a team as well as working on your own initiative.  Ability to plan and organise your own workload will be important.  You should have experience of working in an office environment and possess good IT skills (across all MS Office packages).

We offer an excellent renumeration package including 32 days annual leave per year plus 8 bank holidays (pro rata for part time staff), as well as access to a range of staff discounts and development opportunities through accredited training.

This post is part time, open ended post working 17.5 hours per week, 12.30pm – 4pm, Monday to Friday.  

For an informal discussion about the role, please contact Julie Airey on [email protected] 

Salary: £19,578 – £20,761 per annum, pro-rata (Grade 2), but please note that it is anticipated the maximum starting salary for this post will be £19,578 per annum, pro-rata.

Date advert posted: Wednesday, 28 September 2022

Closing date: Wednesday, 12 October 2022
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. 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.

Job Description

Job Purpose

The key function of this role is to provide a welcoming and friendly customer service to all visitors, students and staff visiting Neuadd Meirionnydd Building located on the Heath Park campus,  The post holder will provide information or answer queries efficiently. Other key tasks include working with a wider administrative team to provide an administrative support to the Division of Population Medicine, Cancer Trails Unit and Centre for Medical Education members of staff to meet operational and customer service requirements.
Duties and Responsibilities

Key Duties

• To provide a welcoming and friendly manner to visitors, staff and students. 
• Deal with both simple and more complex enquires from internal and external customers in a professional manner, following established procedures, referring complex enquires to relevant staff members, ensuring all relevant facts and information needed is recorded and passed on
• Establish working relationships with key contacts to help improve service levels
• Undertake a variety of routine administrative duties to support the team and department
• Gather and analyse data to update administrative systems with accurate information
• Take an active role in the team supporting team objectives and other team members.

Specific Duties 

• To respond to staff and visitor enquiries as the first point of contact and to direct staff and visitors to relevant personnel where necessary 
• To deal with incoming telephone calls, take messages and distribute appropriately. 
• To process incoming and outgoing post  
• Taking deliveries and liaising with the recipient to arrange collection
• To manage the reception email box and deal with queries 
• To liaise with the Security Officer to grant staff and students access to relevant areas 
• To report any failings with office equipment 
• Check, monitor and replenish stationery and office consumables. 
• Organise meetings and book meeting rooms on behalf of staff within the building. 
• Maintaining and inputting information into an excel database 
• Drafting letters 
• Printing teaching packs for lecturers and PhD students  
• Processing staff and student expense claims

General Duties

• Develop the knowledge of administrative processes and procedures
• 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
1.  Basic Numeracy and Literacy (for example NVQ 1/GCSE level D-G)

Knowledge, Skills and Experience
2.  Experience of working in an administrative or office environment
3.  Experience of using common office IT packages (e.g. MS Office)
4.  Proven high standard of organisational and general administrative skills

Customer Service, Communication and Team Working
5.  Ability to deal with customers and other employees in a professional manner
6.  Ability to clearly record information to pass on to others
7.  Ability to work as an effective team member 

Planning, Analysis and Problem Solving
8.  Ability to plan, prioritise and organise own workload within established time scales
9.  Proven ability to identify problems using own initiative and determining which standard process and/or procedure can be used to solve them

Other
10. A willingness to undertake further training and development

Desirable Criteria 

1.  NVQ 2 or GCSE’s at A – C, or equivalent
2.  Experience of working in a Higher Education environment
3.  Fluency in Welsh, written and oral

Additional Information

IMPORTANT: Evidencing Criteria

It is the School of Medicine’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 when submitting this document / attaching it to your application profile you name it with the vacancy reference number, in this instance for this post, 15017BR. 

If candidates do not provide written evidence of meeting all of the essential criteria then their application will not be progressed.  The School of Medicine welcome the submission of CVs to accompany evidence of the job-based criteria.

Job Category

Admin / Clerical