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The ability to work through the medium of Welsh is essential to this role. The interview will be conducted in Welsh.

Learn Welsh Cardiff Support Assistant

The School of Welsh is looking for an administrative assistant to provide full clerical support to its Learn Welsh Cardiff provision.

The position includes a variety of administrative activities to support the provision within Learn Welsh Cardiff, including logistics issues, such as supply teaching and teaching locations, administration of financial processes, invoices, receiving goods and assisting the Learn Welsh Cardiff Support Officer.

We welcome applications for this post in Welsh or English. As fluency in Welsh is essential to the role, the interview will be conducted in Welsh.

This post is full-time (35 hours per week) and fixed term until 31 July 2027.

Salary: £22,197 – £24,144 per annum (Grade 3)

Date advert posted: Tuesday, 13 June 2023

Closing date: Friday, 30 June 2023

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.

Key Duties

• Deal with a range of administrative activities to support the provision, such as:
  • Logistical matters (i.e. Materion logisteg (e.e. supply teaching, booking internal and external locations).
  • Assist the LWC Support Officer to coordinate Health and Safety matters, such as risk assessments for external locations.
  • Organise meetings and support tutors and learners as needed.
  • Collect data and update administrative systems accurately.
• Make recommendations for the development and improvement of current processes and procedures, supporting the LWC Officer to improve the provision.
• Communicate with the tutors and learners as needed by checking Group inboxes regularly and coordinating with the LWC Support Officer to share relevant information.
• Plan and administrate the provision’s standard financial administrative processes:
  • Invoicing
  • Receipt of goods
  • Processing tutors’ expense and travel cost forms.
  • Processing associate tutors’ timesheets, and preparing the information for the central Finance team in a timely manner.
  • Administrate IDT (Internal Departmental Transfers) in order to record costs within the University.
• Be responsible for;
  • The LWC’s stock room
  • Office supplies
  • Visitor arrangements
  • LWC Bulletin Boards (LWC Corridor)
  • LWC teaching rooms (booking, registration on Syllabus+ etc.)
  • LWC staff room
• Be repsonsible for the supply of LWC course books, ensuring that enough have been order for the start of each academic term.
• Contribute to the success of the team, leading by example, and supporting the team as needed.
• Collect data and update administrative systems accurately, creating report under the supervision of the Data and Quality Officer.
• Identifying basic trends and patterns in any data presented.
• The ability to deal with a range of internal and external customers, over the phone, email and face to face, dealing with their needs and queries, or forwarding these on as required.

General Duties

• Ensure an understanding of the importance of confidentiality as it relates to all responsibilities.
• Abide by the University’s Health and Safety, and Equality and Diversity polisies.
• Perform other duties, on occasion, which are not included above, but which will be consistent with the role.

Essential Criteria

Qualifications & Education

1. NVQ2/GCSE level A-C or equivalent qualification.

Knowledge, Skills and Experience

2. Experience of working in a busy administrative or office environment with a tight schedule.
3. Experience of using common Office IT packages Cymwys (e.g. MS Office).
4. Ability to set up and maintain standard administrative systems and procedures, specifically in the context of financial processes.
5. Ability to communicate in a business environment, verbally and in writing, in Welsh and in English.

Customer Service, Communication & Working in a Team

6. Ability to communicate effectively and professionally, in Welsh and in English, with a wide range of people.
7. Ability to work as an effective team member, giving advice and guidance to other team members as needed.
8. Ability to deal with requests for information or service, resolving customer issues where appropriate.

Planning, Analyzing and Problem Solving

9. Ability to be thorough and plan and organise your workload within agreed timelines.
10. Ability to use initiative to solve problems and to respond to queries, ensuring you conform to standard processes and practices.

Desirable Criteria

1. Knowledge of administrative processes and an understanding of standard finance systems.
2. Experience of working in a business environment through the medium of Welsh.

22,197

24,144

Admin / Clerical

Grade 3