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Administrative Assistant

Provide a reception and administrative service to the ONS Secure suite facility and ADR Wales project, completing a range of routine tasks to meet operational and customer service requirements, ensuring the ONS Secure Suite and ADR Wales project team is supported and key duties undertaken.

The Administrative Data Research Wales (ADR Wales) project at Cardiff University has been awarded £2.2m of funding via ESRC. Established in 2018, this project is run in partnership with Swansea University and Welsh Government to create a world-class administrative data research centre, known for its ability to access, link and make safe use of data for high quality research. Cardiff University now has an agreement with ONS which allows the operation of a Secure Suite. This allows accredited researchers access to ONS data sets through a secured environment. It is managed by the ADR Wales team who supports the operation of the Secure Suite to the standards required by ONS.

This role will also provide an administrative service to the ADR Wales project, and to the Welsh Institute of Social, Economic Research and Data (WISERD) more generally. The role sits within a wider WISERD Hub and will involve engaging with and completing a range of tasks to meet operational and customer service requirements.

Please note that for this role the applicant will be required to work on site in order to meet the needs of the centre.

This is a full time, fixed term post available for 12 months from the start date, available immediately.

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.

Salary: £21,400 - £21,761 per annum (Grade 2). It is anticipated that an appointment will be made at the bottom of the scale.

For more information please contact Kelly Regan ([email protected])

Date advert posted: Wednesday, 10 May 2023

Closing Date: Wednesday, 31 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 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.

Key Duties

• Handle enquiries from internal and external customers such as University staff, PhD students and external partners in a professional manner.
• Follow existing procedures to complete tasks, referring more complex queries to your line manager, making sure all relevant information is passed on accurately.
• Establish good working relationships with key contacts to help support and improve how you and the team deliver work.
• Undertake a variety of routine administrative duties to support the team and department, e.g. answering emails, updating information and filing (electronically).
• Gather and input information to update administrative systems accurately (training will be provided on relevant systems).
• Take an active role in the team, working towards meeting team objectives and supporting other team members, including contributing to the training of new team members.

Specific Duties

• Acting as first point of reception for internal and external visitors to the ADR Wales/ONS Secure Suite research facilities, managing visitor requirements with support from your line manager.
• Input information into a database and use it to produce standard reports.
• Assist in the processing of standard forms, liaising with other teams as needed.
• Maintain filing systems and archives (mostly online).
• Support the WISERD centre at conferences, meetings and events with reception and administration support duties as required.

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.

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 in administration or for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University.

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 accurately, clearly and concisely.
• Ability to communicate with people effectively, courteously and with respect face to face, over the phone and online.
• Ability to record information clearly and accurately to pass on to others.
• Ability to apply confidentiality and discretion in an office environment.
• Basic IT skills, including email, Microsoft Word documents and Microsoft Excel data entry.
• Ability to carry out general administrative duties such as filing, photocopying, arranging meetings and ordering supplies.
• Ability to work well with your team, knowing how to support colleagues as appropriate.
• Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.
• Ability to identify problems using your own initiative and to solve these by finding and proposing the most practical solution.
• Ability to deal with requests for information or service, resolving customer issues where appropriate and escalating as needed.

Desirable Criteria

• Experience of working in an office environment.
• Ability to speak/understand Welsh or a willingness to learn.
• Experience of working in a Higher Education environment.

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.

21,400

21,761

Admin / Clerical

Grade 2