Internal Applicants Only - Administrative Assistant

Cardiff University

  • Cardiff
  • £25,249-26,093 per year
  • Permanent
  • Full-time
  • 13 days ago
School / DirectorateAcademic & Student Support ServicesAdvertThis 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 - Administrative Assistant - Professional DevelopmentThe Continuing Professional Development (CPD) Unit, a division within Academic and Student Support Services (AcSSS) and the Professional Development Unit (PDU) within the School of Law and Politics (LAWPL), are looking for an enthusiastic, positive and reliable individual to provide effective administrative support to meet operational and customer service requirements. The role will be split evenly between the two Units.The successful candidate will provide a welcoming and responsive customer focused front line enquiry service, with day-to-day interaction with CPD learners, staff in academic schools and Professional Services departments.In this role, the candidate will:
  • Support PDU with the administration of the Police Station Representative Accreditation Scheme (PSRAS) and Magistrates Court Qualification (MCQ).
  • Support the CPD Unit with the administration of a variety of CPD short courses offered by academic schools within the University.
  • Share the responsibility of first point of contact for enquiries and enrolments with other members of the administrative team.
  • Use the course management system (CMS - AccessPlanIt) to undertake many of the course administration tasks.
The CPD Unit is based in the SBARC/SPARK building on Maindy Road and PDU is based within the Law Building in Museum Avenue. The role is offered on a blended working basis, meaning that as well as spending time working on campus you can also discuss with your line manager to spend some time working from home. The CPD Unit work in the office on Wednesday and Thursdays and depending on business needs of the CPD Unit or PDU, you may be required on campus other days.Both Units offer a broad range of services - working both internally to liaise with colleagues and engage them in opportunities to develop and deliver CPD activities, and externally with business / sectors to understand skills needs and promote Cardiff University's offering.The post is full time (35 hours per week), fixed term until 31 July 2026 and available immediately. Secondments to the post will be considered.Salary: £25,249 - £26,093 per annum (Grade 3)Closing date: 7 September 2025External 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 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.Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.Post Reference Number20590BRJob DescriptionDuties and ResponsibilitiesKey Duties
  • Undertake a variety of administrative duties to support the Units. This will include administrative duties across the full customer journey - initial enquiry and course booking via the course management system (AccessPlanIt), logistical support for the delivery, issuing of course / assessment results and establishing their needs and adapting the standard responses accordingly.
  • Deal with a range of enquires from internal and external customers via telephone or email in a professional and timely manner, establishing their needs and adapting the standard responses accordingly.
  • Collaborate with others in regular team meetings to make recommendations for the development and improvement of current processes and procedures.
  • Establish good working relationships with key contacts to help improve service levels, including employer contacts and colleagues across the university.
  • Gather and review data to update administrative systems such as course management system and spreadsheets, making sure the information is accurate, establishing basic trends and patterns in data captured.
  • Actively contribute to the success of the teams and support their ambitions to work collaboratively to expand the services.
Specific Duties
  • Share the role of first point of contact for enquiries and enrolments.
  • Coordinate and administer training related activities via our course management system (CMS - AccessPlanIt) and Learning Central, including enrolment on courses, income monitoring and course certificate distribution.
  • Carry out financial administration tasks including reports to raise invoices with central finance and checking payment has been received.
  • Assist with the preparation of course material / presentation arrangements and training room (on-line & in-person) set-ups.
  • Actively contribute to knowledge sharing within the Units, regularly using Teams site and SharePoint files to support colleagues.
  • Contribute to the CPD Unit wider team by providing administrative support to specific CPD projects.
  • Provide administrative support to the Director of the PDU and any new activities undertaking by the PDU.
  • Undergo personal and professional development that is appropriate, and which will enhance performance.
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.
Salary Range Max.26,093GradeGrade 3Salary Range Min.25,249Job CategoryAdmin / ClericalCareer PathwayAdministrative SupportPerson SpecificationIt 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 below.
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 BR [Job Title]Essential CriteriaQualifications and Education * NVQ 2/GCSE level A-C or equivalent.
Knowledge, Skills and Experience * Significant experience of the administration of events e.g. professional development/ training activity/educational programmes or equivalent.
  • Proficient in using common office IT packages (e.g. MS Office incl: Teams etc.).
  • Ability to set up and maintain standard administrative systems and procedures, including using CPD Unit / University systems to collate and record data online.
Customer Service, Communication and Team Working * Ability to communicate with a wide range of people, both orally and in writing; clearly, concisely and courteously, whilst maintaining professional standards, adapting your language and style of communication depending on the audience.
  • Ability to work effectively with your team and those involved in CPD projects, providing advice, guidance and feedback as appropriate.
  • Proven ability to deal with requests for information or service, resolving customer issues where appropriate, or escalating where necessary.
Planning, Analysis and Problem solving * Evidence of ability to plan, prioritise and organise own workload within agreed timelines.
  • Ability to use initiative to solve problems and respond to queries, finding and proposing the best solution.
  • Ability to review standard reports (e.g. fee income) and update with data to a high degree of accuracy and consistent attention to detail.
Desirable Criteria * Experience of working in a similar role or environment, e.g. Higher Education.
  • Fluency in Welsh, written and oral.
  • Experience of using course management systems e.g. AccessPlanIt and Virtual Learning Environments e.g. Learning Central.
  • A willingness to undertake further training and development.

Cardiff University