Internal Only - Human Resources Administrator / Head of School PA

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This post is currently open to employees of Cardiff University only.  Please do not apply if you do not have a current contract of employment with the University.

Internal Applicants Only - Human Resource Administrator and Head of School PA
School of Geography and Planning
College of Arts, Humanities & Social Sciences

Providing comprehensive and professional support to the Head of School and the School’s academic and professional services management teams.
Provide a highly professional human resources service for the School, engaging and completing a range of routine tasks to meet operational and customer service requirements. Provide general HR advice and guidance in the School’s HR function to add value through continual improvement 

To deliver a professional and highly effective personal assistant service to the Head of School.

This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you can also choose to spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.

As the biggest university in Wales – and a major employer, with more than 7,000 staff – we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.

Cardiff University offers many excellent benefits, including 40 days annual leave (including bank holidays), blended working (meaning you will be able to work from home for some of your time), a cycle to work scheme and other travel initiatives, annual increments up the pay scale, and more. It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.

For an informal discussion about the role please contact Delyth Jones - JonesD77@cardiff.ac.uk

Informal enquiries in relation to the recruitment / application process can be sent to Carys Thomas HR Administrator – GEOPLHR@cardiff.ac.uk

This post is full-time (35 hours per week), is fixed term until 31 July 2026 and is immediately available.

Salary: £27,344 - £30,505 per annum (Grade 4)

Closing date: Sunday, 26 January 2025

External applications are currently not being considered for this post.  If the decision is made to open the post to external candidates, the strapline at the top will be removed and you will be given ample time to apply – please check back periodically for details.

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 all its employees in achieving the necessary balance between their work and their personal lives. As part of this commitment, the University has developed a flexible and responsive framework of support for staff in managing their work and personal commitments wherever possible.

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.  We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  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.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

DUTIES AND RESPONSIBILITIES

Key Duties

• Provide detailed advice and guidance on HR processes and procedures 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 AHSS College, the University’s Schools/Directorates and outside bodies as required
• Undertake a variety of administrative duties to support the Professional Services team and School, which includes minute taking and Committee secretary
• Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate
• Instruct and guide other employees across the University in relation to the business of the Head of School and the School’s academic and professional services management teams
• Provide highly efficient support and diary management to the Head of School

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• Abide by all University policies and undergo appropriate personal and professional development.
• Perform other duties which are not included above, but which will be consistent with the role.
• Uphold the Professional Services Values & Behaviours or local equivalent.

• To co-ordinate the end of fixed term contract review process for the School, including providing and collecting the associated paperwork to forward to central HR.  This also includes regular liaison with colleagues in central HR to ensure that all deadlines are met and correct timescales adhered to.
• To assist colleagues with all stages of the recruitment process, including: advising and providing Vacancy Pack templates to colleagues when a vacancy arises, preparing draft recruitment forms, obtaining financial approval by liaising with appropriate colleagues in the School, assisting with the preparation and submission of advertisements, issuing shortlisting forms, making interview arrangements and completing final appointment paperwork.
• To co-ordinate the probation review process for the School, to ensure colleagues are provided with the associated paperwork and to collate the paperwork accordingly.
• To provide advice and relevant paperwork to colleagues regarding sickness absence and then recording sickness on CORE, the University’s central HR system.
• To administer leave for the School, including recording and monitoring Annual Leave and absence that is covered by the University’s Special Leave scheme.
• To issue paperwork relating to annual appraisals, to maintain accurate records of completion and to book staff development courses as appropriate and indicated in the Individual Training Plan.
• To administer other HR processes including resignations, retirements, paternity leave, occupational health checks, changes to funding, grade, pay, hours and other contractual matters as required.
• To liaise with the University’s Salaries section regarding issues relating to pay and pensions on behalf of colleagues as required.
• To maintain an up-to-date awareness of the University’s HR policies and wider influences on HR activity and processes.
• To provide advice on standard cases in line with the University’s internal policies and procedures.
• To facilitate all the above points to establish and maintain links with colleagues in relevant central administrative areas.

Person Specification

We want to employ people with a wide variety of experiences. We welcome applications from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We are particularly seeking applications from candidates who come from backgrounds that are underrepresented at the University, including people from Black, Asian and Minority Ethnic communities.

We are looking for a team player who will work with colleagues to provide a great service to staff and students. You don’t need to have worked for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University.

This role may be an opportunity for you to build on your experience from working in a previous administrative role or environment with particular interest in Human resources showing your transferable skills and aptitude to be successful in the role. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team.

Your application will be assessed against the following essential and desirable criteria for the role. Please copy and paste this section into a new document and give clear examples of how you can evidence meeting each criteria by writing under each one. You can draw on elements from any aspect of your life (e.g. work, home, education/qualifications or community life) as long as you focus on their relevance to the role.

Please save your supporting statement in a separate document with the title [YOURNAME-BR NUMBER-JOB TITLE] and attach it to your application in the recruitment system.

Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test).

Essential Criteria 

Additional Information

IMPORTANT: Evidencing Criteria

It is Cardiff University's policy to use the person specification as a key tool for shortlisting. Therefore, candidates must evidence they meet ALL the essential criteria and, where relevant, the desirable.

As part of the application process, you are asked to provide this evidence via a supporting statement. Please ensure that the evidence you are providing corresponds with the numbered criteria outlined in the person specification. Your application will be considered based on the information you provide for each criterion.

When attaching the supporting statement to your application profile, please ensure you name it with the vacancy reference number: 19629BR..

Your application will be at risk of not being progressed if you do not evidence you have met all essential criteria. The school welcomes the submission of CVs to accompany evidence of the job-based criteria.

Job Category

Admin / Clerical, Human Resources