Internal Applicants Only - Administrative Assistant

Cardiff University

  • Heath Park, Greater London Wales
  • £25,249-26,093 per year
  • Permanent
  • Part-time
  • 5 days ago
School / DirectorateSchool of MedicineAdvertThis 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
Division of Infection and Immunity
School of Medicine
College of Biomedical and Life SciencesLIPID MAPS within the Division of Infection and Immunity, based at Heath Park, Cardiff, is seeking an Administrative Assistant to provide an administrative service to the project, engaging and completing a range of routine tasks to meet operational and customer service requirements. The role holder will provide support on a variety of administrative duties, such as webpage and social media updates, meeting arrangements and event support, ensuring the team is supported and key duties are undertaken.The successful candidate will have experience in an administrative role, be proficient in common office IT packages (e.g. MS Office) and have knowledge of social media.
Informal inquiries should be made to Lauren Cockayne, Business Development Manager (CockayneL@cardiff.ac.uk).This post is part time (8 hours per week), fixed term until 31 July 2026 and available immediately. Work pattern to be agreed at appointment.Salary: £25,249 - £26,093 per annum pro-rata for hours worked (Grade 3).
Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances.Cardiff University offers many excellent benefits, including 40 days annual leave, pro-rata (incl. bank holidays), local pension scheme, a cycle to work scheme and other travel initiatives, annual increments within the pay scale, and more. It's an exciting and vibrant place to work with many different challenges and is a proud Living Wage supporter.Closing date: Sunday, 14 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.Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.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.Post Reference Number20559BRJob DescriptionJOB PURPOSEProvide an administrative service to the LIPID MAPS, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on webpage and social media updates, ensure the LIPID MAPS team is supported, and key duties undertaken.This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you can also choose to spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.As the biggest university in Wales - and a major employer, with more than 7,000 staff - we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.DUTIES AND RESPONSIBILITIESKey Duties
  • 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 department.
  • 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.
  • Actively contribute to the success of the team and support the supervision and management of it.
Specific Duties
  • Produce documentation, plan and organise meetings, take minutes/notes and ensure any travel arrangements are made.
  • Take responsibility for a small budget.
  • General Duties
  • 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.
Salary Range Max.26,093GradeGrade 3Salary Range Min.25,249Job CategoryAdmin / Clerical, Medical & DentalAdditional InformationIMPORTANT: Evidencing Criteria It is the School of Medicine'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 to your application profile you name it with the vacancy reference number, in this instance for this post, 20559BRIf candidates do not provide written evidence of meeting all of the essential criteria then their application will not be progressed. The School of Medicine welcome the submission of CVs to accompany evidence of the job-based criteria.Career PathwayAdministrative SupportPerson SpecificationPERSON SPECIFICATIONWe want to employ people with a wide variety of experiences. We welcome applications from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We are particularly seeking applications from candidates who come from backgrounds that are underrepresented at the University, including people from Black, Asian and Minority Ethnic communities.We are looking for a team player who will work with colleagues to provide a great service to staff and students. You don't need to have worked for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University.This role may be an opportunity for you to build on your experience from working in a previous administrative role or environment, showing your transferable skills and potential to be successful in the role. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team.Your application will be assessed against the following essential and desirable criteria for the role. Please copy and paste this section into a new document and give clear examples of how you can evidence meeting each criteria by writing under each one. You can draw on elements from any aspect of your life (e.g. work, home, education/qualifications or community life) as long as you focus on their relevance to the role.Please save your supporting statement in a separate document with the title [YOURNAME-BR NUMBER-JOB TITLE] and attach it to your application in the recruitment system, available here.Please note that these are also the criteria shortlisted applicants will be assessed against at interview.Essential Criteria * Ability to carry out a variety of administrative tasks, including writing clearly and concisely.
  • Experience of working in an administrative or office setting.
  • Experience of using common office IT packages (e.g. MS Office, e-mail etc.).
  • Experience of communicating via Social Media platforms, including but not limited to Facebook, Instagram and LinkedIn.
  • Ability to set up and maintain standard administrative systems and procedures.
  • 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.
Desirable Criteria * Experience of working in a Higher Education environment.
  • Ability to speak/understand Welsh or a willingness to learn.
HOW WE WILL SUPPORT YOU IN PERFORMING THIS ROLEWe want to support and develop you in the role, using a combination of the following to help you reach your full potential. * Regular one-to-one meetings with your team leader.
  • An experienced and supportive team around you.
  • Support to undertake job-relevant training and development, as identified by your Line Manager.
  • A staff mentoring scheme.
  • Support to learn Welsh or to update language skills.

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