Job description


  • Entry level
  • No Education
  • Salary to negotiate
  • Cardiff


Centre for Medical Education

School of Medicine

College of Biomedical and Life Sciences

An opportunity has arisen in the Centre for Medical Education within the School of Medicine for an Administrative Assistant.

This role is to provide highly confidential administrative support for the Student Support team. This includes providing responses to enquiries, producing correspondence, accurately maintaining records, diary management, booking travel etc. You will work as part of a team to ensure a confidential, efficient, effective and quality driven service, which may include the supervision of others.

Significant experience of working in an administrative or office environment, the ability to use common office IT packages (e.g. MS Office), proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate and the ability to plan, prioritise and organise own workload within established timescales are all key skills for this role.

Experience of working in a Higher Education environment and with confidential information would be an advantage.

Informal enquiries about the role should be directed to Peter Hunt, Team Leader of Student Support (email:

This post is part-time (21 hours per week, over 3 days, which must include a Monday and Friday), is fixed-term until 30 April 2020 to cover the secondment of the substantive post holder and is available immediately.

Salary: £19,202 – £21,414 per annum, pro rata for hours worked (Grade 3)

Date advert posted: Thursday, 9 May 2019

Closing date: Sunday, 26 May 2019

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 Description

Job Purpose

Provide an administrative service to the School/Directorate, engaging and completing a range of routine tasks to meet operational and customer service requirements. Providing support and guidance on the administration of Student Support, ensuring the Student Support team is supported and key duties undertaken. This will include any contracted work that Student Support undertakes such as supporting postgraduate staff, trainee doctors and consultants.

Duties and Responsibilities

Key Duties

Deal with a range of enquiries from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly

Collaborate with others in order to make recommendations for developments of established processes and procedures

Establish working relationships with key contacts to help improve service levels

Undertake a variety of administrative duties to support the team and department

Gather and analyse data to update administrative systems with accurate information, establishing basic trends and patterns in any data submitted

Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team

Specific Duties

Book rooms, produce documentation, plan and organise meetings, take minutes and ensure any travel arrangements are made

Update Virtual Learning Environments such as Learning Central

Maintenance of student support records

Operate procedures for monitoring student attendance/engagement, ensuring cases of non-engagement are escalated appropriately

To ensure activities undertaken within Student Support comply with agreed standard operating procedures

To administer an efficient and responsive referral process for clients requiring support

To ensure that databases and client files are up to date and secure

To be responsible for maintaining, updating and interrogating information systems to include producing standard reports

To liaise with all Case Managers to ensure they complete and submit case notes at a regular interval for all meetings held with clients

To assist with maintenance of confidential filing systems, ensuring all records are kept securely complying with data protection regulations

To generate and maintain circulation lists and email groups for staff within the School/Directorate and the wider organisations

To provide comprehensive diary management for the director and the wider team members

To support the work of the team, to contribute to team meetings, develop good practice within the team and assist colleagues in their work

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

Perform other duties occasionally which are not included above, but which will be consistent with the role

Person Specification

Essential Criteria

Qualifications and Education

1. NVQ 2/ 5 GCSE level A-C or equivalent.

Knowledge, Skills and Experience

2. Significant experience of working in an administrative or office environment

3. Proficient in using common office IT packages (e.g. MS Office)

4. Ability to set up standard administrative systems and procedures

Customer Service, Communication and Team Working

5. Ability to communicate effectively and professionally with a wide range of people

6. Ability to work as an effective team member, providing advice and guidance to other team members where necessary

7. Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate

Planning, Analysis and Problem Solving

8. Ability to plan, prioritise and organise own workload within established time scales

9. Ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices


10. A willingness to undertake further training and development

Desirable Criteria

1. A-Levels or equivalent

2. Experience of working in a Higher Education environment

3. Fluency in Welsh, written and oral

4. Experience of working with sensitive and confidential information

Additional Information

IMPORTANT: Evidencing Criteria

It is School of Medicine's policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL of 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.

Please ensure when submitting this document / attaching it to your application profile you name it with the vacancy reference number, in this instance for this post, 8419BR .

If candidates do not provide written evidence of meeting all of the essential criteria then their application will not be progressed. The School of Medicine welcome the submission of CVs to accompany evidence of the job-based criteria

Salary Range Min.19,202

Salary Range Max.


Job CategoryAdmin / Clerical


Grade 3

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