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Cleaning Operations Assistant

We are looking for a Cleaning Operations Assistant to assist in the delivery of highly efficient, customer centric, high quality and value for money cleaning services across the University.

As one of two Cleaning Operations Assistants, you will assist the Cleaning Operations team in ensuring successful delivery of contracts for the following services:

• Out of hours cleaning
• Day time janitorial
• Window cleaning
• Special cleans

Reporting to the Cleaning Operations Manager, the successful candidate will be an enthusiastic person with excellent interpersonal skills and a customer focused approach. You may have previously worked in a role delivering cleaning services and understand the importance of high cleaning / hygiene standards. A significant proportion of this role will be auditing cleaning standards and liaising with our Cleaning Partners over findings.

The role will predominantly involve working normal day time working hours but may be required to work early mornings, weekends, evenings and / or nights on occasion to suit the needs of the University when required.

This is a full-time, open-ended position (35 hours per week).

Salary: £21,400 - £21,761 per annum (Grade 2).

IMPORTANT: The Person Specification is split into 2 sections: essential and desirable. Please demonstrate clearly how you meet all of the essential criteria. Where possible you should give examples of how, when and where you have used your experience, knowledge, specific skills and abilities to match those required for this particular job role.

Please ensure that you communicate this fully by developing a supporting statement, listing ALL OF THE CRITERIA and commenting against each one as to how you meet them.

This will need to be completed before you begin your online application as you will be required to upload it. When uploading the supporting statement the document title needs to read “supporting statement” and should also detail the post reference number: 16549BR

Date advert posted: Thursday, 8 June 2023

Closing date: Thursday, 16 June 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.

JOB PURPOSE

Provide operational and administrative support to the Cleaning Operations Team, completing a range of routine tasks to meet operational and customer service requirements and ensuring key duties are undertaken.

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

• Handle enquiries from customers such as University staff, students and members of the public 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 tasks and duties to support the team and department, e.g. completing daily cleaning audits, reporting findings for action by others, sending / 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

• Attend multiple sites daily undertaking cleaning inspections / audits, recoding findings, and liaising with on-site Cleaning Supervisors and School / College contacts.
• Input / processing of information into databases and use it to produce standard reports / information to assist colleagues / contractors, liaising with other teams as needed.
• Maintain filing systems and archives (mostly online).
• Organise and take minutes / notes at meetings.

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 a diverse 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.
• Basic Numeracy and Literacy (for example NVQ 1 / GCSE level D-G).

Desirable Criteria

• Experience of working in an office environment.
• Experience of working in a cleaning operations related role.
• Ability to speak / understand Welsh or a willingness to learn.

The role will predominantly involve working normal day time working hours but will require flexibility to support the needs of the University during busy periods.

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 Line Manager.
• 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.
• Job shadowing opportunities of roles across a large and diverse team.

21,400

21,761

Estates

Grade 2