19715BR
Academic & Student Support Services
Administrative Support
Administrative Assistant - Student Operations
Registry Operations is seeking to appoint an enthusiastic, self-motivated individual to join our Student Operations team.
As Part Of This Role The Post-holder Will
* Provide a customer-focused administrative service within Registry Operations, engaging and completing a range of routine and complex tasks to meet operational and customer requirements.
* Support colleagues across the university to ensure a high quality of student experience as they progress through university, from enrolment to graduation.
* Demonstrate values and behaviours that reflect the culture of Registry Operations as a customer focused service department, working with internal and external customers to support the work of the team.
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.
The Following Positions Are Available
* Three full time (35 hours per week), fixed term positions available until 31 December 2025.
* One full time (35 hours per week), fixed term position available until 31 July 2025.
Salary: £24,600 - £25,433 per annum (Grade 3).
Date advert posted: Monday, 17 February 2025
Closing date: Monday, 3 March 2025
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.
Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.
Job Description
Job Purpose
To provide a customer focused administrative service within Registry Operations, completing a range of routine and complex tasks to meet operational and customer requirements.
Support colleagues across the university to ensure a high quality of student experience as they progress through university, from enrolment to graduation.
Demonstrate values and behaviours that reflect the culture of Registry as a customer focused service department, working with internal and external customers to support the work of the department and wider university.
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.
* Apply policies and procedures consistently and analyse individual cases against these criteria.
* Work with others in order to make recommendations for developments to established processes and procedures to improve the customer experience.
* Investigate more complex cases, seeking advice from senior colleagues where needed, and advise on the most appropriate response.
* Establish working relationships with key contacts to help improve service levels.
* Undertake a variety of administrative duties to support the team and department.
* Gather student data to update administrative systems with accurate information, establishing basic trends and patterns and highlighting them to appropriate colleagues.
Specific Duties
* Assessment Team: To support academic schools during Exam Board periods, providing advice and guidance as required in line with the academic regulations; to produce the interim transcripts and ensure they are sent out to students in line with agreed timescales; to answer queries around student records linked to assessment; and to engage with internal customers in the validation of student records.
* Enrolment and Student Loan Company Returns Team: to support the administrative processes updating the student record and inputting data to complete the returns. Attend enrolment events and take details from students, and undertake UKVI checks in line with the agreed protocols.
* Graduation and Certificates Team: to support with administrative processes related to graduation and certificates including responding to student and staff queries, sending graduation invites, preparing student name cards and attending graduation events as well as printing, packing and posting certificates.
* Programme Information and Statutory Returns Team: to support colleagues in validating data, setting up and inputting programme information, checking data and updating records accordingly.
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 not included above, but which are consistent with the role.
Person Specification
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.
Essential Criteria
* NVQ 2/GCSE level A-C or equivalent
Knowledge, Skills And Experience
* Experience of working in an administrative or office environment
* Proficient in using common office IT packages (e.g. MS Office)
* Ability to set up standard administrative systems and procedures
Customer Service, Communication and Team Working
* Ability to communicate effectively and professionally with a wide range of people
* 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
Planning, Analysis and Problem Solving
* Ability to plan, prioritise and organise own workload within established time scales
* Ability to use initiative to solve problems and responding to queries ensuring compliance with standard procedures and practices
Other
* A willingness to undertake further training and development
Desirable Criteria
* A-Levels or equivalent
* Experience of working in a Higher Education environment
* Fluency in Welsh, written and oral
* Familiar with Manual handling techniques (for some parts of the role)
Additional Information
As part of the ethos of a customer service focused environment, it is intended that roles and duties at this grade will be rotated periodically to create a more flexible and skilled workforce. This will also create opportunities for greater staff development and for progression.
We would encourage people to apply for this role even if they do not have direct experience. We are very willing to consider applicants who can demonstrate that they have relevant experience in other areas, which has provided them with transferable skills.
Some teams may have periods of leave embargos in order to support the student journey and experience where business needs dictate.
Salary Range Min.
24,600
Salary Range Max.
25,433
Job Category
Admin / Clerical
Grade
Grade 3
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