Job Type






Administrative Officer Cardiff

Cardiff University / Prifysgol Caerdydd

Cardiff University / Prifysgol Caerdydd Cardiff United Kingdom

2 weeks ago


Cardiff School of Engineering

Administrative Support


Administrative Officer

This post will provide administrative support to the School and its taught students, as part of the

team of administrative staff (currently eight) comprising the Teaching Office, under the supervision of the Teaching Office Manager. The post-holder will be responsible for providing year-round operational functions and customer service to undergraduate and postgraduate taught students, and academic staff involved in teaching.

This is a full-time (35 hours per week), open-ended role and is available immediately.

Salary: £22,197, with annual increments up to £24,144 (final salary at top of grade) - Grade 3

Job reference: 16448BR

For further information about the post please contact Shona Smith, [email protected]

For further information about working for Cardiff School of Engineering, please contact Karen Baldwin [email protected]

Date advert posted: Wednesday, 19 April... 2023

Closing date: Wednesday, 10 May 2023

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

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.

Job Description


Provide an administrative service to the School, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on teaching-related operational functions, ensure the Teaching Office 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 Responsibilities

Key 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
• Assist with the preparation and updating of course materials, including on the University’s Virtual Learning Environment (VLE).
• Maintain electronic systems, data and archives as appropriate, gathering and analysing data to update systems with accurate information, establishing basic trends and patterns in any data submitted.
• Assist with the preparation of Examining Board, Board of Studies, and programme-specific meetings.
• Provide support for Student–Staff Panel meetings.
• Prepare routine correspondence, and assist with general administrative duties including photocopying and filing.

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.

Person Specification

We 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 and/or by other means (e.g. a skills test).

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.).
• 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.
• Ability to work to an appropriate level of accuracy and priority, showing an understanding of the need to review work, and of the impact of the task in the context of teaching delivery.

Desirable Criteria
• Experience of working in a Higher Education environment.
• Ability to speak/understand Welsh or a willingness to learn.
• Ability to seek, receive and use feedback in order to develop skills.

Additional Information

How We Will Support You In Performing This Role

We 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.
• Support to learn Welsh or to update language skills.

IMPORTANT: Evidencing Criteria

Candidates should evidence that they meet ALL of the essential criteria as well as, where relevant, the desirable criteria. 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, 16448BR.

Salary Range Min.


Salary Range Max.


Job Category

Admin / Clerical


Grade 3
Cardiff UK

Salary Criteria












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