Undergraduate Programme Assistant

Advert

Undergraduate Programme Assistant (Part-time)
Professional Services
Administrative Support
School of Dentistry, College of Biomedical and Life Sciences 

A two-day job-share opportunity has become available in the School of Dentistry.  You will be part of the education team, which is the ‘hub’ for student and academic support and advice.  You will be sharing a well-established post, working with an experienced member of staff who has been fulfilling this role for a number of years, as well as other staff in the team who work in similar areas. 

There are some things that you must have before you can start this role (see ‘essential criteria’ below), but other things can be developed either through training, or just be general on-the-job experience.  We want to support and develop you once you have started in the role, using a combination of the following:  Regular one-to-ones with your team leader; opportunities to learn from a member of staff already doing the job; an experienced and supportive team around you; supporting you through job-relevant training and development that you may require; access to mentoring schemes and more. 

We would welcome applications from external applicants and Cardiff University staff who might be looking for part-time hours or are interested in increasing their hours via this opportunity.

For an information discussion about the role please contact Fiona Kiely (Academic Administration Manager) via email kielyf@cardiff.ac.uk.  We would also be happy to arrange a visit to the School ahead of the interview process if you are shortlisted. 

Important note:
It is the University’s policy to use the person specification as a key took 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.  Your application will be considered based on the information you provide under each element. 

Ensure you attach a supporting statement (separate to your CV) to your application profile, please ensure that you name it with the vacancy reference number,. e.g. Supporting Statement for UG Programme Assistant, Dental xxx. 

This post is part time (14 hours per work), open-ended and available immediately.
It is anticipated that the work pattern will be based on 2 days per week, either Monday and Tuesday or Monday and Thursday.  

Salary:  £21,197 – £23,144 per annum, pro-rata for hours worked (Grade 3)

Date advert posted: Tuesday, 15 November 2022

Closing Date: Tuesday, 6 December 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

Main Function

To contribute to the administrative service to the School through a job share, engaging and completing a range of routine tasks to meet operational and customer service requirements.  Providing support and guidance on the School’s undergraduate programmes. 

Duties and Responsibilities

Key Duties

• Deal with a range of enquires from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly.
• Collaborate with others in order to make recommendations for developments of established process and procedures, contributing to the success of the team, leading others through example.
• Establish working relationships with key contacts to help improve service levels to both staff and students.
• Undertake a variety of administrative duties to support teaching programmes, assessments, admissions, timetabling and the wider Undergraduate Student Centre (USC) team as required.
• Gather and analyse data to update administrative systems with accurate information, establishing basic trends and patterns in any data submitted.
• Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team.

Specific Duties

• Provide efficient and effective administrative support to the Undergraduate Student Centre (USC).
• Support the day to day administration of summative and formative assessment, admissions, timetabling and other curricula/School activity, under the guidance of the Academic Administration Manager.
• Ensure that knowledge of all relevant policies and procedures pertinent to providing excellent customer service to both internal and external stakeholders is up-to-date and that this information is effectively communicated to the student body (as appropriate) and academic team.
• Provide support to the School’s enrolment processes and other undergraduate events (e.g. induction events, open days, assessment days) and contribute to the administration of start of year and end of year processes.
• Assist with the preparation of agendas, minutes and the circulation of documentation and servicing of Committees as directed by the Academic Administration Manager.
• Assist Programme Directors and the Academic Administration Manager in the production of all progarmme handbooks and documentation and maintenance of the School’s Learning Central repository providing advice and guidance regarding standard and consistent presentation of information.
• Support the annual Workload Model data allocation process.
• Assist with the organisation and planning of the annual review of Learning Outcomes.
• Provide a high standard of support to the organisation and planning of student monitoring and feedback, under the guidance of the Academic Administration Manager.
• Assist with the organisation and scheduling of Undergraduate Placements.
• Assist with the update and maintenance of the Student Information Management System (SIMS) records for Dental students and internal School records system in relation to curricula and student support.
• Provide administrative support to School events and professional body inspections as required.

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

1.    NVQ 2/GCSE level A-C or equivalent

Knowledge, Skills, and Experience

2.    Significant experience of working in an administrative or office environment
3.    Proficient in using common office IT packages (e.g. MS Office)
4.    Ability to set up standard administrative systems and procedures

Customer Service, Communication and Team Working

5.    Ability to communicate effectively and professionally with a wide range of people
6.    Ability to work as an effective team member, providing advice and guidance to other team members where necessary
7.   Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate

Planning, Analysis and Problem Solving

8.    Ability to plan, prioritise and organise own workload within established time scales
9.    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

1. A-Levels or equivalent
2. Experience of working in a Higher Education environment
3. Fluency in Welsh, written and oral

Additional Information

It is the School of Dentistry’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 on your application profile, you name it with the vacancy reference number, in this instance for this post, 15594BR – Undergraduate Programme Assistant

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

Job Category

Admin / Clerical