Description:
To provide a comprehensive professional administrative support to the Director of the Cardiff Catalysis Institute’s (CCI) office within the School, providing support, guidance and administration on all aspects of management activity delegated to the CCI. To continue to provide some administrative support to the Regius Professor (under ‘Specific Duties’ below), as agreed.
Duties and Responsibilities
Key Duties
- Provide detailed advice and guidance on processes and procedures related to the Cardiff Catalysis Institute (CCI) to internal and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate, contributing to the resolution of more complex issues.
- 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, the CCI and outside bodies such as the Royal Society (RS), Royal Society of Chemistry (RSC), Engineering & Physical Sciences Research Council (EPSRC), REF panel, UK Catalysis Hub and Industries as required.
- Act as a first point of contact for all enquiries to the Director of the CCI’s office, including managing ‘phone calls and correspondence, and responding promptly and effectively to all internal and external queries.
- Undertake a variety of administrative duties to support the CCI and School (as required), including (but not restricted to) effective diary management, organisation of and preparation for meetings, acting as minute secretary, arranging travel and credit card reconciliation, and support for CCI initiatives, events and projects.
- Support the School’s visitor process (academic and sponsored researchers) for any visitors invited by the Director of the CCI, plus any other relevant HR processes, liaising with the School’s HR Officer as appropriate.
- Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate.
General Duties
- Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
- Abide by University policies on Health & Safety and Equality, Diversity & Inclusivity.
- Perform other duties occasionally which are not included above, but which will be consistent with the role, as determined by the Director of the CCI, School Manager or Head of School.
Special Duties - Continued In Additional Information
Person Specification
Essential Criteria
Qualifications And Education
- NVQ 3/ A-Levels or equivalent
Knowledge, Skills And Experience
- Substantial experience of working in an administrative role.
- Specialist knowledge and experience of the expectations and demands of a busy PA role.
- Ability to set up standard office systems and procedures and make improvements as appropriate.
Customer Service, Communication and Team Working
- Ability to communicate specialist and information effectively and professionally to a range of customers with varying levels of understanding.
- Proven ability to advise and influence key stakeholders.
- Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.
Planning, Analysis and Problem solving
- 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.
- Evidence of ability to analyse processes and procedures, and advise on improvements.
- Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work.
Desirable Criteria
- Degree or an equivalent qualification or equivalent work-related experience.
- Experience of working in a Higher Education environment.
- Fluency in Welsh, written and oral