Internal Applicants Only - Administrator

• Deal with a range of enquires from internal (staff & students) and external (members of the public) customers in a professional manner, establishing their needs and adapting the standard responses accordingly.
• Work with others to make recommendations for the development and improvement of current University processes and procedures.
• Create good working relationships with key contacts to help improve service levels.
• Undertake a variety of administrative duties to support the team and School, including but not limited to enrolment, processing coursework and exams, servicing examining boards and other meetings, and maintaining programme and module information and student records.
• Gather and review data to update administrative systems such as databases and spreadsheets, making sure the information is accurate, and highlighting to your line manager basic trends and patterns.
• Develop and maintain a detailed knowledge of regulations and procedures relating to programmes of study in the School
• Represent the School at meetings, events, committees and working groups as required.
• Work flexibly across the School's administrative team, contributing to the achievement of the team's objectives, supporting others and providing cover for colleagues, as required.
• Actively contribute to the success of the team and support the supervision and management of it.

• To provide a high-quality, efficient and effective service to students, liaising with members of academic and professional services staff as appropriate, and dealing with a full range of queries.
• To respond promptly, professionally and accurately to requests for information and assistance from students, academics, University Professional Services and external organisations, applying knowledge and understanding of the area of work to identify needs and provide an appropriate resolution to issues.
• To undertake a variety of administrative duties to support School taught programmes including enrolment, processing coursework and exams, servicing examining boards and other meetings, and maintaining programme and module information and student records.
• To use the University Student Records System and its reporting tool Business Objects to maintain and update student records, and record and process assessment and examination marks to the highest levels of accuracy.
• To contribute to the continuing improvement and development of the service, processes, and procedures of the School, ensuring the delivery of an excellent student experience remains a core aim, through collaboration with team members and stakeholders.

• To ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• To exercise personal responsibility, judgement and initiative, with minimal supervision.
• To supervise temporary/casual staff, where required.
• To undertake appropriate training and development activities.
• To ensure compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures and codes as appropriate.
• To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, EC directives and the University's Safety, Health and Environment Policies and procedures and to co-operate with the University on any legal duties placed on it as the employer.
• Abide by all University policies and undergo appropriate personal and professional development.
• Perform other duties which are not included above, but which will be consistent with the role.
• Uphold the Professional Services Values & Behaviours or local equivalent.

• An experienced and supportive team around you.
• Support to undertake job-relevant training and development, as identified by your Line Manager. This could be informal or could be an apprenticeship leading to a formal qualification, such as Business administration NVQ.
• A staff mentoring scheme.
• Support to learn Welsh or to update language skills.

• Experience of working in an administrative or office setting.
• Experience of using common office IT packages (e.g. MS Office, e-mail etc.).
• Ability to set up and maintain standard administrative systems and procedures, including using University systems to collate and record data online and in hard copy. (Training will be provided where required).
• Ability to communicate with a wide range of people effectively and courteously whilst maintaining professional standards, adapting your language and style of communication depending on who you are communicating with.
• Ability to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and members of the public) as appropriate.
• Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary.
• Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.
• Ability to use your initiative to solve problems and respond to queries, finding and proposing the best solution.
• A willingness to undertake further training and development.

• Ability to speak/understand Welsh or a willingness to learn.
• NVQ2/GCSE level A-C or equivalent

Cardiff University