Administrative Assistant – Undergraduate

Advert

Administrative Assistant (Undergraduate)
School of Law and Politics

The School of Law and Politics is seeking to fill a post in the Undergraduate Student Services team, providing support and guidance on administration of undergraduate programmes, engaging and completing a range of routine tasks to meet operational and customer service requirements.

This is a full-time (35 hours), one-year fixed term position to cover a period of maternity leave. 

Internal secondments welcomed with the permission of your current line-manager.

Salary: £21,197- £23,144 per annum (Grade 3)

For informal enquiries about the post please contact Alisha Tucker, Student Services Manager, by email tuckerah1@cardiff.ac.uk

Cardiff University offers many excellent benefits, including 32 days annual leave (plus bank holidays) local pension scheme, blended working (meaning you will be able to work from home for some of your time wherever the role and business need allows), 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. The university is committed to making a positive contribution to the development of the Welsh language and will support staff to improve their Welsh language skills at all stages of ability, from complete beginner to Gloywi.

Date advert posted: Friday, 28 October 2022

Closing Date: Sunday, 13 November 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

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 administration of undergraduate programmes, ensure the Undergraduate Student Services team is supported and key duties undertaken.

Key Duties

• Deal with a range of enquires from students, academic staff and University staff in a professional manner, establishing their requirements and adapting the standard responses accordingly to support administration of undergraduate programmes in the School.
• 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.
• Undertake a variety of administrative duties to support the Undergraduate Student Services team and School in support of administration of undergraduate programmes.
• Gather and analyse data to update administrative systems (in particular SIMS and Learning Central) with accurate information, establishing basic trends and patterns in any data submitted.
• Contribute to the success of the Student Services team, leading others through example, and supporting the supervision and management of the team.

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

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 criteria outlined above. Your application will be considered based on the information you provide under each element.

When attaching the supporting statement to your application profile, please ensure that you name it with the vacancy reference number, e.g. Supporting Statement for 15473BR.

ESSENTIAL CRITERIA

Qualifications and Education

NVQ 2/GCSE level A-C or equivalent.

Knowledge, Skills and Experience

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.

Customer Service, Communication and Team Working

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 with escalated requests for information or service, resolving customer issues where appropriate.

Planning, Analysis and Problem Solving

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.

Other

    10.  A willingness to undertake further training and development.

DESIRABLE CRITERIA

A-Levels or equivalent.

Experience of using the SIMS student records database and Learning Central.

Experience of working in a Higher Education environment, preferably in a Registry type role.

Fluency in Welsh, written and oral.

Additional Information

Examples of specific duties

• To provide comprehensive support to all undergraduate student related activities working in close collaboration with the Administrative Officers and Undergraduate Programmes Administrator.
• In collaboration with the Administrative Officers,  support undergraduate assessment processes.  This will involve monitoring the undergraduate assessment email inboxes, dealing with routine enquiries and escalating complex enquiries as necessary; setting up submission portals on Learning Central and supporting the release of assessment titles to students; preparing assessment related announcements on Learning Central; monitoring the upload and logging of assessed coursework on submission days; ; ensure coursework and documentation is distributed to markers; ensure markers are aware of appropriate procedures and deadlines; entering and checking assessment marks onto SIMS, troubleshoot problems, escalating where necessary, attendance at Examining Board meetings.
• To provide support to the collation of module kits; monitor receipt of module kits from academic staff and follow up where necessary, ensure assessment information in module kits matches information provided to students on Learning Central, upload of module kits to Learning Central.
• To manage students’ records; ensuring records are maintained and updated; notification of changes to the Student Records Team, monitoring to ensure changes are made in a timely fashion.
• To provide support to module choices and enrolment activities;  approving students’ pre-approved module choices on SIMS, attend enrolment events and deal with routine student enquiries.
• To provide a point of contact to student and staff enquiries to the Student Services Office
• As part of the Student Services team, provide administrative support for other student related activities in the academic cycle.
• To support the work of the Student Services team, to contribute to team meetings, develop good practice within the team and assist colleagues in their work
• To provide cover within the Student Services team where necessary.

Job Category

Admin / Clerical