Internal Applicants Only - Executive Assistant

Cardiff University

  • Cardiff
  • £25,249-26,093 per year
  • Permanent
  • Full-time
  • 2 days ago
School / DirectorateCommunications & MarketingAdvertThis 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 - Executive AssistantThe International Office of Cardiff University is recruiting! Would you enjoy supporting students from all over the world, providing information about studying at Cardiff and supporting them through their applicant journey? Are you committed to delivering great customer service? If so, this might be the role for you.This is an exciting opportunity to work in a highly motivated, dynamic, customer focused team, speaking to and helping enquirers from all over the world. We're looking for an Executive Assistant to support international recruitment by providing professional support and guidance to key stakeholders within our busy enquiry team.The International Office has a blended approach to working, currently we work on campus on Wednesdays and Thursdays and remotely (from home) for the rest of the week. The option to work on campus full time is available if staff members choose to do this.The Executive Assistant role provides an administrative service to the International Office, engaging and completing a range of tasks to meet operational and customer service requirements. Providing detailed and professional support and guidance to key stakeholders, in order to support international student recruitment.This post is full time and fixed term for a period of two years.Salary: £25,249 - £26,093 per annum (Grade 3)Closing date: 15 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 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.Post Reference Number20672BRJob DescriptionKey Duties
  • Deal with a range of enquires from internal and external customers in a professional manner, establishing their requirements and providing personalised responses adapting standard responses accordingly. In addition utilise and contribute to the evolving knowledge base in order to provide an enhanced level of customer service.
  • Collaborate with others in order to make recommendations for developments of established processes and procedures.
  • Establish and maintain excellent working relationships with key internal and external contacts, to help improve service levels.
  • Assist with arranging and providing student campus visits to the University.
  • Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team.
  • Undertake a variety of administrative duties to support the team and department.
Specific Duties
  • To assist with the processing of application documentation received into the International Office in accordance with office and University procedures, to include supporting regular and late cycle applications.
  • To support with the booking and sending of freight consignments to the UK and overseas.
  • To contribute to the successful implementation and utilisation of the new CRM system in answering enquiries, providing a high level of customer service and providing system feedback where required.
  • To provide support with financial processing for the International Office team, in line with University processes and procedures.
  • To provide support to key external stakeholders by relaying information from the student record system, website and entry requirement matrices, creating and updating procedural manuals when required.
  • To provide cover for other team roles within the International Office, where appropriate.
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.
  • To maintain a good and up to date knowledge base of the degree schemes, facilities and distinctive features of the University, including an awareness of the senior staff and Heads of Academic Schools within the University; University's international student recruitment procedures; Divisional and University wide mission, aims and objectives.
  • Exercise personal responsibility, judgement and initiative, subject to well-defined limits and commensurate with the grade of the post in supporting the strategic aims of the Division.
  • 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 / ClericalAdditional InformationThe Communications and Marketing Department is responsible for the University's reputation and branding. It covers six areas: digital communications, communications, marketing, student recruitment, international and public affairs.Digital Communications is responsible for the design, development and content of the external website and intranet. They provide tools, guidance, training and support to enable the University to communicate effectively across all digital channels. The team works closely with colleagues in all three academic colleges and constituent schools.Communications plays an important part in building and maintaining the reputation of the University through effective communication to the public and to external and internal stakeholders. It communicates the achievements and aspirations of the University through a variety of media and includes a film unit. The team represents the University on a corporate level.Marketing is responsible for developing a strong brand identity for the University at the corporate level, with an emphasis on better visual branding and market research.Student recruitment are responsible for student recruitment in the UK, EU and internationally. They work in partnership with the University's colleges and academic schools to recruit high caliber students. The team also manages the University's major widening participation programmes and the School's Partnership Project.The International Office drives the University's international recruitment strategy and advises on all areas related to international recruitment and development.Public affairs lead on stakeholder relationships locally, nationally and internationallyCareer PathwayAdministrative SupportPerson SpecificationEssential CriteriaQualifications and Education * NVQ 2/GCSE level A-C or equivalent
Knowledge, Skills and Experience * Significant experience of working in an administrative or office environment.
  • Proficient in using common office IT packages (e.g. MS Office).
  • Ability to set up standard administrative systems and procedures.
  • Ability to demonstrate a high level of personal responsibility, accuracy and attention to detail at all times.
Customer Service, Communication and Team Working * Ability to communicate effectively and professionally with a wide range of people in a professional and courteous manner and to be culturally aware; whilst ensuring a high level of customer service is given at all times.
  • Ability to work as an effective team member, providing advice and guidance to other team members where necessary.
  • Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate.
Planning, Analysis and Problem Solving * Ability to plan, prioritise and organise own workload within established time scales.
  • Ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices.
Desirable Criteria * Experience of working in a Higher Education environment.
  • Experience of dealing with international organisations and individuals outside the EU.
  • Fluency in Welsh, written and oral.

Cardiff University