Administrative Assistant

An exciting opportunity has arisen to provide support to the UK Student Recruitment and Outreach team, which is tasked with ensuring that the University recruits successfully. This largely office-based role supports the student recruitment team and in particular staff and student ambassadors attending events across the UK to represent the University. It includes making all the arrangements (booking events, staff, travel arrangements, freighting equipment/materials, monitoring marketing materials stock levels etc.) for the team, and liaising with schools, colleges, and event organisers. In addition, providing support for two agents who represent the University in London and the West Midlands. The role is largely office based but does involve some UK-wide travel to attend events and represent the University. More generally, the role supports broader student recruitment team efforts in terms of delivery of on campus events such as school and college visits, campus tours for prospective students and their parents, undergraduate and postgraduate open days, events for offer holders, clearing operations and widening participation initiatives.,

• Deal with a range of enquires 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
• Support the organisation in the delivery of events including open days, campus tours, school campus visits, clearing and offer holder events.
• Monitor the schools email inbox, responding to enquiries from schools and colleges in a timely manner.
• Work closely with the Senior Schools and Colleges Liaison Officer to confirm bookings and attendance at events and school visits.
• Undertake preparatory activity, including booking staff, travel arrangements and freighting equipment/materials, to support attendance at external recruitment events.
• Recruit and supervise casual student support used to support recruitment operations (e.g. open day events, campus tours, visit days) and delegate associated tasks.
• Recruit and organise travel for student ambassadors attending schools' liaison events. May also include booking accommodation through the University's travel bookings team.
• Maintain recruitment databases, gather and analyse data to update administrative systems with accurate information, contribute to the maintenance and development of web pages.
• Assist with the production of market research.
• Manage email enquiry accounts and communicate with prospective students and other stakeholders, through a range of media including being the first point of contact for potential applicants and their advisers who contact the University.
• Maintain relationships and co-ordinate links with the University's academic schools and colleges and its other professional services.
• Communicate with university representatives attending events, schools and colleges and a range of external suppliers.
• Assist with the production of a wide range of information and marketing materials.
• Assist with the production of a wide range of information and marketing materials and help to manage merchandise enquiries and requests.
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., 1. Occasionally work "out of office" hours.
2. Work "off-site" when required, notably at our stores located 15 minutes walk away from the office. 3. Undergo a DBS check. The role will involve working at a storage facility, and some lone working. There will be an element of manual handling in terms of event set up/breakdown, as well as the preparation and distribution of materials for events and mailings. As well as events on campus, the role will also involve travel around the UK, representing the University. It will not normally be possible to take annual leave close to, or on, days when open days take place nor during the Confirmation and Clearing period during August. About the Department The Communications and Marketing Department is responsible for the University's reputation and branding as well as UK/International student recruitment operations. It covers six areas: communications, digital communications, marketing, student recruitment, international office and public affairs. Communications plays an important part in building and maintaining the reputation of the University through effective communication to the public and to external and internal stakeholders. It communicates the achievements and aspirations of the University through a variety of media and includes a film unit. The team represents the University on a corporate level. Digital Communications is responsible for the design, development and content of the external website and the intranet. Marketing is responsible for developing a strong brand identity for the University at the corporate level, with an emphasis on better visual branding and market research. Student Recruitment plays an important role in attracting the University's undergraduate and postgraduate students from throughout the UK and Internationally in addition to managing the University's widening participation activities. The International Office drives the University's international recruitment strategy and advises on all areas related to international recruitment and development. Public Affairs leads on stakeholder relationships locally, nationally and internationally.Career Pathway Administrative Support

1. NVQ 2/GCSE level A-C or equivalent., 2. Significant experience of working in an administrative or office environment. 3. Proficient in using common office IT packages (e.g. MS Office, Outlook and Excel). 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. Other 10. A willingness to undertake further training and development. Desirable Criteria 1. A-Levels/Degree or equivalent 2. Experience of supervising others 3. Experience of working in a Higher Education environment 4. Experience of organising events 5. Fluency in Welsh, written and oral.

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., Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

This post is open-ended and full-time (35 hours per week). Salary: £25,249 - £26,093 per annum (Grade 3) Currently, the team works in the office (SPARK) on Mondays and Tuesdays, and from home for the remainder of the week. However, there are regular occasions when the team is required to be on campus Wednesday - Friday (e.g. to support event delivery) so a flexible approach is required.