Administrative Officer – Year Coordinator in Cardiff - Cardiff University

Job Overview

Cardiff, Wales
Job Type
Full Time
Date Posted
1 day ago

Additional Details

Job ID
Job Views

Job Description

Job Description

Job Purpose
Provide a comprehensive professional administrative support to the Directorate/School, providing support and guidance on the administration of one year of the MB BCh programme. Located in the C21 Programme Delivery Team the post holder will work as part of a team to provide administration for a year group as part of C21. This will involve curriculum planning, producing documentation, managing attendance, collating assessment marks, preparing and updating teaching material and handbooks, and booking rooms for teachings. In addition, the role requires administering meetings, collating papers and accurate maintenance of student records.
Duties and Responsibilities
Key Duties
• Provide detailed advice and guidance on the administration of one year of the MB BCh programme, processes and procedures to internal and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate. Specific areas of responsibility include:
o Production of course materials
o Provide information about the programme to staff and students
o Maintenance of programme and student records
o Monitoring student attendance, engagement and progress. Reporting concerns appropriately to the Phase Team Leader and Academic Year Director
o Provide administrative support to meetings/committees with responsibility for delivering and developing the MB BCh programme• 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, developing appropriate communication links with the University’s Schools/Directorates and outside bodies as required
• Undertake a variety of administrative duties to support the team and department
• Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate
• Provide support to employees across the University concerning the administration of the MB BCh programme
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 3/A-Levels or equivalent
Knowledge, Skills and Experience
2. Substantial experience of working in an administrative role
3. Specialist knowledge of taught programme delivery and academic administration
4. Ability to set up standard office systems and procedures and make improvements as appropriate
Customer Service, Communication and Team Working
5. Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding
6. Proven ability to advise and influence key stakeholders
7. Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered
Planning, Analysis and Problem solving
8. Evidence of ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available
9. Evidence of ability to analyse processes and procedures, and advise on improvements
10. Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work
Desirable Criteria
1. Degree or an equivalent qualification or equivalent work related experience
2. Experience of supervising the work of others to focus team efforts and motivate individuals
3. Experience of working in a Higher Education environment, working with academics and students.
4. Working with large groups of students and complex processes
5. Fluency in Welsh, written and ora

Additional Information

IMPORTANT: Evidencing Criteria
It is the 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,  13814BR
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.

Job Category

Admin / Clerical, Medical & Dental


Grade 4
Administrative Officer – Year Coordinator | Cardiff University


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