Internal Applicants Only - Administrative Assistant
- Cardiff
- £24,900-25,733 per year
- Permanent
- Full-time
- Dealing with a wide range of queries from internal and external customers, providing information and advice on employer engagement processes and procedures.
- Day to day management of our Customer Relationship Database (CRM) and online Jobs Board.
- Providing the Employer Engagement team with marketing and logistical administrative support for our annual programme of employer events and recruitment campaigns
- Supporting the Employer Engagement team to create a range of timely management reports.
- Undertake a variety of administrative duties to support the Employer Engagement team and department. This will include general administrative support, invoicing, updating the CRM system, administering the jobs board and providing marketing and logistical support as required.
- Deal with a range of enquires from internal and external customers via email and telephone in a professional and timely manner.
- Gather and analyse data to update administrative systems with accurate information, establishing basic trends and patterns in any data submitted, producing monthly management information and reports.
- Collaborate with others in regular team and departmental meetings to make recommendations for developments of established processes and procedures.
- Establish working relationships with key contacts to help improve service levels, including employer contacts and colleagues within Student Futures and the wider University.
- Carry out a range of administrative tasks to support the delivery of an annual programme of blended (online and on-campus) employer engagement activity.
- Day to day management and administration of Cardiff University's online jobs board using TargetConnect to communicate with organisations as appropriate, and monitoring advertisements placed on the site to ensure compliance with University guidelines.
- Update the CRM database system to maintain accurate information and ensure contacts are up to date.
- Provide a wide range of marketing administrative support to help promote employer events and promotion of recruitment campaigns and opportunties.
- Provide regular content for communications team, update digital resources and create weekly marketing emails for colleagues highlighting student and graduate opportunities and upcoming events.
- Carry out financial administration tasks including invoicing and working with the Employer Engagement Manager and Finance team to resolve queries.
- Work with the Employer Engagement Manager to produce and update student and employer user guides, policies and guidelines, making recommendations to improve team systems and procedures where appropriate.
- Plan and organise online and face to face meetings for the Employer Engagement team members, taking minutes as required.
- Support team to update and maintain target employer lists which contribute to achievement of annual team targets and key priorities.
- Actively contribute to knowledge sharing within the Team and contribute regularly to new Teams site and SharePoint files to support colleagues.
- Contribute to the wider administrative team, providing support in other areas of the Division as required and undertaking associated training.
- Undergo personal and professional development that is appropriate, 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 and Equality and Diversity
- Perform other duties occasionally which are not included above, but which will be consistent with the role.
- 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 below.
- Your application will be considered based on the information you provide under each element.
Knowledge, Skills and Experience * Significant experience of working in an administrative or office environment and ability to set up standard administrative systems and procedures
- Proficient in using common office IT packages (e.g. MS Office), Social Media and digital platforms
- Ability to work as an effective team member, providing advice and guidance to internal and external customers where necessary
- Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate
- Evidence of ability to analyse and report on a range of data from different information sources
- Ability to use initiative and creativity in contributing to the team planning process as well as anticipate and resolve problems, identifying practical and innovative solutions.
Desirable Criteria * Experience of working in a Higher Education environment
- Fluency in Welsh, written and oral