Administrative Assistant

Posted 3 days ago
Cardiff University, Cardiff, Openings : 1,
Apply Here Job Description : Key Duties
  • Provide accurate and confidential secretarial support to the Occupational Health Physicians, liaising with and advising internal and external professionals and students.
  • The delivery of high quality, accurate medical reports with utmost attention to detail.
  • Maintain an effective audit trail using the systems and databases available to ensure student appointments are followed up and all actions are undertaken as required.
  • To become familiar with the breadth of student support services at Cardiff University and relevant services elsewhere within the university.
  • To undertake a full range of reception and administrative duties, including responding to emails and answering telephone enquiries diary management, sorting and distributing mail and emails to appropriate individuals, filing, scanning and photocopying.
  • To produce a wide range of documents including letters, reports, minutes (the taking of, production and distribution) and other materials using a wide range of Microsoft applications e.g. Word, Excel, Access and PowerPoint.
  • Management of electronic diary system for room bookings, team members’ diaries and group calendars.
  • To be responsible for maintaining, updating and conducting standard searches with the databases or spread sheets to produce standard reports and establishing new systems where appropriate.
  • To maintain/set up office systems and processes, suggesting improvements and contributing to their continued development.
  • To take responsibility for the administration of a specific event, project or area of work as directed by line-management.
  • To organise travel (taxi) for members of the Student Support Centre, upon request.
  • 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
  • To abide by all University policies including Health and Safety and Equality and Diversity and act in accordance with University values and behaviours.
  • Perform other duties occasionally which are not included above, but which will be consistent with the role.

Person Specification

Important notice:
  • 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 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 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.
When attaching the supporting statement to your application profile, please ensure that you name it with the vacancy reference number, e.g. Supporting Statement for 18786BR

Essential Criteria

Qualifications and Education
  • NVQ 2/GCSE level A-C or equivalent
Knowledge, Skills and Experience
  • Significant experience of providing administrative and front of house and secretarial support ideally in a healthcare services environment using common office IT packages (e.g. MS Office).
  • Demonstrable knowledge of GDPR requirements in the context of clinical service provision.
  • Experience of setting up standard administrative systems and procedures and contributing to process improvement.
  • The ability to speak Welsh at an entry level (if you do not already meet this standard, you will need to agree to training in order to comply with this criteria. Training will be provided by the University).
Customer Service, Communication and Team Working
  • Ability to communicate effectively and professionally with a wide range of stakeholders.
  • Ability to work as an effective team member, providing advice and guidance to other team members where necessary.
  • Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate.
Planning, Analysis and Problem Solving
  • Ability to plan, prioritise and organise own workload within established time scales and use initiative in solving problems ensuring compliance with standard procedures and practices.
Other
  • A willingness to undertake further training and development.
Desirable Criteria
  • A levels or equivalent.
  • Knowledge of Higher Education sector in a student facing role.
  • Experience of working with people from different cultural backgrounds.

Salary Range Min.

23,700

Salary Range Max.

24,533

Job Category

Admin / Clerical

Grade

Grade 3 Last Date For Apply: 2024-09-26 00:00:00 Job Type : FULL_TIME, Employment Type : FULL_TIMEApply Here