Internal Applicants Only - Administrative Assistant
- Heath Park, Greater London
- £25,249-26,093 per year
- Permanent
- Full-time
Centre for Medical Education
School of Medicine
College of Biomedical and Life SciencesAn exciting position has arisen for an Administrative Assistant to join the Centre for Medical Education, providing general administration to support student placements.
In this varied role, you will engage and complete a wide range of tasks which includes general administration and finance administration to meet the operational and customer service requirements. Liaising with students and academic staff across the University as well as external stakeholders, will be a significant part of the role so good communication skills and a professional attitude are essential to this post.You will work within a team and establish process but there is lots of scope for creativity and initiative to grow this important provision for students in the School of Medicine.The post is based at the Heath Park site.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 balanceCardiff University offers many excellent benefits, including 40 days annual leave (incl bank holidays), local pension scheme, a cycle to work scheme and other travel initiatives, annual increments within the pay scale, and more. It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.The post is full-time (35 hours per week) and open-ended.Informal enquiries about the role should be directed to: Julie Smith, Administrative Officer (GP SIFT) at SmithJ65@Cardiff.ac.ukSalary: £25,249 - £26,093 per annum, (Grade 3).Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances.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 Number20509BRJob DescriptionJOB PURPOSEProvide an administrative service to the School/Directorate, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on GP and hospital-based placement expenses and bursaries, ensure the Planning and Resources 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 DutiesDeal 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 DutiesMonitor the Community Placements finance shared inbox collaboratively with the Finance Officer, responding to queries, assigning emails to relevant team members and escalate to the Administrative Officer where appropriateSupport colleagues and students by providing guidance on School internal processes, including signposting through travel request/approval requirements in line with the University's Financial Regulations and School policiesProcess orders and travel claims for students on their community placements.Work closely with the curriculum team in relation to supporting student queries relating to their placements.To act as the primary point of contact in the Centre for placing orders relating to community clinical learning.Review, distribute and action of Open Purchase order/On Hold invoice reports on a regular basisGeneral DutiesAbide 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, Health, Medical & DentalAdditional InformationHOW 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. This could be informal or could be an apprenticeship leading to a formal qualification, such as Business administration NVQ.A staff mentoring scheme.5. Support to learn Welsh or to update language skills.Career PathwayAdministrative SupportPerson 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 .Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test).Essential CriteriaAbility 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.).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.Desirable CriteriaExperience of working in a Higher Education environment.Ability to speak/understand Welsh or a willingness to learn.