Administrative Assistant

Wales Centre for Public Policy, Cardiff University Administration Assistant
Location Cardiff, United Kingdom
Application deadline 17 November 2017
Contract type Fixed term
Hours Full-time
Salary GBP18,777 - GBP20,989 per annum (dependent on experience)
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The Wales Centre for Public Policy is an exciting new £8 million initiative funded by the Economic Research Council, Welsh Government and Cardiff University. Building on the success of the Public Policy Institute for Wales, it aims to facilitate a step change in the use of research and evidence by government and public services.

The Centre will generate high quality evidence and analysis for Welsh Government Ministers and public services that will inform and improve national and local strategies, policies and programmes. In addition, as part of the What Works network, its researchers will work closely with colleagues across the UK and internationally.

The post

The Wales Centre for Public Policy is seeking to recruit an outstanding administrative assistant to support the Centre.

Working closely with the Centre Manager, you support all aspects of the Centre’s administrative and finance processes. You will have proven excellent administration skills and an ability to work flexibly to support the Centre’s team of 20 researchers who will be working at the heart of current policy developments and debates including Brexit, the future of the Welsh economy, closing the attainment gap, and the future funding of the health service and social care.

Key roles and responsibilities

  • Providing efficient and effective administrative support for the Centre, ensuring compliance with University regulations.
  • Providing a PA service to the Centre’s Director.
  • Providing a comprehensive and confidential secretarial service to Centre’s research staff.
  • Supporting the Centre Manager across the full range of their responsibilities.
  • Supporting the Centre Manager in maintaining effective office systems and processes, including confidential filing systems, suggesting improvements and contributing to their continued development
  • Supporting the Centre Manager in the effective management of the Centre’s budgets, contracts with external experts and payments to partner organisations.
  • Managing the diaries of the Centre Director and other senior staff.
  • Managing correspondence including emails on behalf of the Centre Director.
  • Producing documents (including letters, reports and minutes) and presentations using Microsoft applications including Word, Excel, and Powerpoint.
  • Maintaining, updating and interrogating information systems to include producing standard reports including reporting to funders.
  • Providing administrative support to enable effective monitoring of the Centre’s research projects and their impact.
  • Providing support for meetings with the Centre’s stakeholders including the Funder’s Group and Advisory Board, including arranging dates and venues, collating and distributing papers, minute taking and following up agreed actions.
  • Supporting the Communications and Engagement Officer in the organisation of external events.Making travel arrangements, arranging overnight accommodation and processing expenses claims.
  • Ensuring that an understanding of the importance of confidentiality is applied when undertaking all duties.
  • Abiding by University policies on Health and Safety and Equality and Diversity.
  • Performing other duties occasionally which are not included above, but which will be consistent with the role.

Experience and skills expected of the role

  • NVQ 2 or at least five A-C grades at GCSE level or equivalent.
  • Relevant experience working in an administrative role.
  • Proficiency in using common office IT packages (e.g. MS Office).
  • Ability to set up standard administrative systems and procedures.
  • Proven ability to manage meetings effectively and take minutes.
  • Ability to communicate effectively and professionally with a wide range of people and respond to external enquiries and requests for information.
  • Ability to manage diaries on behalf of colleagues and work effectively as part of a team with a flexible and proactive approach.
  • Ability to plan, prioritise and organise own workload within established timescales.
  • Ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices.
  • A willingness to undertake further training and development.

Other important information

A Supporting Statement or Cover Letter must be completed before you begin making your application on line as you will be required to upload it. The title you give your documents should include your name and the post reference number (6663BR).

Candidates should evidence how they meet all the essential criteria as well as, where relevant, the desirable. If candidates do not provide written evidence, in separate supporting document(s), of how they meet all of our essential criteria their application will not be progressed.