LCBE Targets Administrator (part time)
Cardiff University - Cardiff

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To be responsible for all professional administrative support to the Low Carbon Built Environment (LCBE) project. The project is funded by the Welsh European Funding Office ( WEFO) European Regional Development Fund ( ERDF).

To be the first point of contact for all administration enquiries relating to the project.

Salary: £20172 - £24049 per annum, pro rata

Closing date: 19th April 2013

Job Description

  • To be the main contact point for all project administration queries, e.g. collating evidence of target achievements, collating quarterly claims, timesheets, distributing correspondence, etc.
  • To deal with enquiries, handle incoming and outgoing correspondence, draft letters, arrange travel, meetings and other ad-hoc events.
  • To work with project staff to assist on collecting appropriate paperwork to evidence and maximise the achievement of project targets (outputs & results).
  • To organise hospitality and assist with a wide range of administrative demands as required.
  • To act as secretary to the project meetings, preparing agendas with accompanying papers (where necessary), drafting minutes, and ensuring that action points are brought to the attention of the member of staff nominated to take action in good time for a suitable response to be prepared.
  • To undertake additional administrative tasks associated with serving meetings, including taking and producing meeting minutes, scheduling various meetings and distributing paperwork as necessary.
  • To help prepare reports for the project manager.
  • To arrange payment of invoices/internal payments/expenses/gold form claim forms and raise sales invoices (where appropriate) relating to the research project accounts.
  • To help prepare marketing and publicity material for the project.
  • To implement and maintain a filing system, which is suitable for EU auditing purposes.
  • To update the project website.
  • To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, EC directives and the University’s Safety, Health and Environment Policies and procedures and to cooperate with the University on any legal duties placed on it as the employer.
  • To ensure compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures and codes as appropriate.
  • You may be asked to perform other duties occasionally which are not included above, but which will be consistent with the role.i) For staff without people management responsibilities.
  • To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, EC directives and the University’s Safety, Health and Environment Policies and procedures and to cooperate with the University on any legal duties placed on it as the employer.

Person Specification
Essential Criteria:

1. Proven ability to communicate information which needs careful explanation or interpretation, both orally and in writing, to a wide range of people.

2. Evidence of working well as an effective team member, providing advice, guidance and feedback to other team members where necessary.

3. Proven ability to deal with customer queries face-to-face, over the telephone or via email promptly, effectively and courteously.

4. Proven ability to solve problems using initiative and creativity, identifying and proposing practical solutions as necessary.

5. Evidence of ability to make independent and collaborative decisions and provide advice to inform others’ decisions that have a minor/moderate impact.

6. Proven ability to work unsupervised to deadlines, planning and setting priorities for own work and that of others and monitoring progress.

7. Proven experience of working within an administrative/secretarial role

8. Proven experience of using IT packages such as Excel and Word

9. Previous experience of meeting servicing – scheduling meetings, room booking, minute taking, etc.

Desirable Criteria

1. Previous experience of working on European Funded Research Projects

2. Previous experience of working in a Higher Education Institution

3. Previous experience of placing purchase orders & tracking expenditure

Cardiff University - 12 months ago - save job - block
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