Find More Than 10K+
United Kingdom Jobs

Administrative Assistant (Roombooking, Timetabling and Exams)

Registry Operations is seeking to appoint a motivated and enthusiastic individual to be based within Roombooking, Timetabling and Exams.

The role holder will provide an administrative service to the department, engaging and completing a range of tasks to meet operational and customer service requirements. Providing support and guidance on timetabling processes and data management, ensuring the Room Booking, Timetabling and Exams team is supported and key duties undertaken.

Cardiff University offers many excellent benefits, including 32 days annual leave (plus bank holidays) pro-rata for part-time hours, pension scheme, blended working (meaning you will be able to work from home for some of your time), a cycle to work scheme and other travel initiatives, annual increments up 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.

This post is a full-time (35 hours per week), fixed term until May 2024.

Salary: £22,197 - £24,144 per annum (Grade 3).

For more information on work-life balance, financial benefits, development, and wellbeing, and some of the facilities and services on offer to staff at Cardiff University please visit https://www.cardiff.ac.uk/jobs/what-we-can-offer

Date advert posted: Tuesday, 27 June 2023

Closing date: Friday, 14 July 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 Purpose

To provide an administrative service to the School/Department, engaging and completing a range of routine tasks to meet operational and customer service requirements. Providing support and guidance on room booking, timetabling and exams, ensuring the 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.

Key Duties

• Deal with a range of enquires from internal (Staff and Students) and external customers (members of the public) in a professional manner, establishing their needs and adapting the standard responses accordingly.
• Work with others to make recommendations for developments of established processes and procedures.
• Create good working relationships with key contacts to help improve service levels and to ensure efficient liaison with Schools / Departmental timetabling officers and other customers.
• 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 with accurate information, establishing basic trends and patterns in any data submitted.
• Contribute to the success of the team, leading others through example.
• Work across the service to provide support to the exams and timetabling team

Specific Duties

• Provide support to academic schools with the production of their teaching timetable by assisting with the input and management of timetabling data.
• Receiving and processing room booking requests for University teaching spaces.
• Use the computerised database (Syllabus Plus) to input data for room requests.
• Primary point of contact to resolve problems / conflicts, referring them to the Team Leader as necessary.
• Using the computerised database to produce and distribute reports and management information in accordance with established procedures and deadlines.
• Responsible for informing Schools / Departments, and possibly finding alternative accommodation, when faults are reported in teaching rooms.
• Assist with the room utilisation exercise.
• Assist with routine clerical duties including photocopying, filing, telephone calls and distributing mail as appropriate.
• Produce documentation, plan and organising meetings, take minutes and ensure any travel arrangements are made

General Duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• Ensure a customer focused and flexible approach is applied to carrying out the duties of the post.
• Abide by University policies on Health and Safety and Equality and Diversity.
• Perform other duties occasionally which are not included above, but which will be consistent with the role.
• Engage in the annual appraisal (or probation) process.

WHAT YOU WILL NEED TO BE ABLE TO PERFORM THIS ROLE (PERSON SPECIFICATION)
There are usually certain skills, qualifications, or experiences that any employee should have before they can be considered for a role. Some of these will be essential and you would not be able to perform the role without them, but some are desirable.

It is the University’s policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL 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. You should do your best to show clearly how you meet all the essential criteria by giving examples of how, when and where you have performed the required actions before. You can draw on elements from any aspect of your life, such as education, work, home, or community life, as long as you focus on its relevance in comparison to the needs of this job. Please ensure that the evidence you are providing corresponds with the numbered criteria outlined below. Your application will be considered based on the information you provide under each element.

To start your Supporting Statement, simply copy and paste the next section into a separate document, writing your answers and examples at each point. Save the document with the title YOUR NAME – BR NUMBER – JOB TITLE and attach it to your application on the recruitment system.

Essential Criteria

Qualifications 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 administer databases to include data input, producing reports that have already been developed, and to analyse routine data using predetermined procedures.
• A confident and professional telephone manner and an ability to communicate effectively and professionally with a wide range of people.

Customer Service, Communication and Team Working

• Ability to work as an effective team member, providing advice and guidance to other team members where necessary.
• Ability to work with minimum supervision and demonstrate the ability to plan, prioritise and organise your own work.

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.
• Ability to liaise with others to disseminate information and build relationships.

22,197

24,144

Admin / Clerical

Grade 3