Internal Applicants Only - Personal Assistant (2 Posts)

21571BR

Vice Chancellor's Office

Administrative Support

Advert

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 - Personal Assistant (2 Posts)
Vice-Chancellor's Office

Are you ready to take the next step in your University career?  

We are seeking motivated, proactive individuals who can adapt to changing priorities while maintaining continuity across day-to-day operations.  This role requires exceptional organisational and coordination skills, awareness, discretion, and the ability to work in a fast paced and future focused environment.

We are looking for individuals who can operate with a high degree of autonomy and professional judgement, acting as a trusted gatekeeper and adviser within an executive environment. The role requires discretion and the ability to anticipate emerging priorities across the portfolio.

You will provide a high level, confidential and professional PA and executive support service to members of the Vice-Chancellor’s Office (VCO).  Each post will provide specific support to a Pro Vice-Chancellor (PVC), either the new PVC for Campus Futures or the PVC for Education and Student Experience, as well as their respective teams. You will also need to work closely with colleagues across the University who support the work of the PVC and work collaboratively as part of the Vice-Chancellor and PVC PA teams to ensure smooth and consistent support across the VCO.

The PA will act as a key liaison point across those Professional Services who support the work of the PVC, academic leadership, and external partners. They will ensure the PVC’s priorities are delivered effectively and that communication, coordination, and decision making flow smoothly across a wide and complex portfolio.

You will be responsible to the relevant PVC and line managed by the Executive Assistant (EA) to the Chief Operating Officer and University Secretary, providing support to the EA when required. 

These posts are full time (35 hours a week) and eligible for blended working.  This means you will spend at least 3 days on campus (Main Building) and may choose to spend some time working from another location, such as your home, for the remainder.  Specific arrangements can be discussed following appointment.  The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance. 

Salary: £28,031 - £31,236 per annum (Grade 4)

For informal enquiries please contact Rhiân Murphy.

When applying, please indicate if you have a preference for supporting the PVC Campus Futures or the PVC Education and Student Experience role.

Closing date: Tuesday, 21 April 2026

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.

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.

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

1. Executive and Administrative Support
•  To act as the professional point of contact for the PVC and, where appropriate, their Business Managers
•  To manage the PVC and wider team as required, diaries, arranging appointments with internal/external contacts which maximise progress on priorities, while preserving time for other work
•  To coordinate/prepare the PVC’s briefing materials, papers, and reports
•  To draft letters/other documents, including University Executive Board submissions, PowerPoints from slide decks, and carry out independent background research into topics and issues in the respective portfolio, including data gathering, interpretation and preparation of summaries as required by the PVC team
•  To maintain a confidential and efficient online filing system, refining established systems and contributing to enhancements; implement robust monitoring systems to ensure responses to official enquiries/consultations are made by due dates
•  To manage email and Teams accounts, ensuring effective file organisation and archiving, allocations and monitoring of requirements/needs/actions, and delivery of critical requirements/priorities on time
•   To organise travel for the PVC and the team including researching travel options/accommodation, obtaining the necessary approvals, inputting into SAP Concur and processing expenses

2. Meetings, Events and Portfolio Support 
•   To have a detailed understanding of meetings/groups within the portfolio, allowing effective management/prioritisation of these, including preparing agendas/papers/reports, minute taking and following up on/monitoring actions
•  To organise and execute key events/meetings/workshops for the PVC team (including Deans and Business Managers) as well as the wider VCO office team including booking venues, catering, overseeing IT arrangements and creating required Teams sites/documentation/minutes/action logs, following those up subsequently as required
•  To undertake joint working with other professional divisions, including reports, briefings and supporting activities as required
•  To interpret and prioritise requests for meetings, advice, input and reports, providing and acting on guidance, redirecting and/or forwarding on queries as necessary
•  To support strong and collaborative working relationships within the PVC’s team, as well as key internal and external contacts/stakeholders, enabling management and prioritisation of activities and communication

3. Collaboration and Teamwork
•  To support the EA to the COO and University Secretary including diary management and monitoring of the COO-PA and COO Inboxes
•  To provide a professional ‘front of house’ presence for visitors and responding to enquiries, including flexibility to work outside the VCO where meetings/events require support elsewhere
•  To work collaboratively as part of the VCO support team providing cover and use of Oracle, enabling senior staff to be appropriately supported
•  To perform other office duties as instructed by the Line Manager not included above, but consistent with the role to ensure the smooth running of the office and achievement of its overall priorities
•  To ensure compliance with legal and regulatory requirements in equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures and codes as appropriate
•   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 an employer

Person Specification

Essential Criteria

1.    NVQ 3/A-levels or equivalent experience
2.    Excellent IT literacy, including extensive experience with Microsoft Teams, MS Office (Word, Excel, PowerPoint), Microsoft Outlook, as well as willingness to use new digital and online approaches to collaborative working, as required
3.    Experience of working as a PA, including high-quality provision of executive support for individuals working in a busy, high-pressured role, with considerable demands on their time requiring ongoing strategic prioritisation of work
4.    Evidence of excellent interpersonal skills, with a positive attitude and a willingness and proven ability to work and interact well within an established team
5.    Evidence of the ability to establish and maintain effective and professional working relationships with a wide range of internal and external contacts, providing an effective and positive customer service to a diverse range of people
6.    Proven experience of communicating professionally and with accuracy, both orally and in writing, with experience of producing draft reports, documents and briefings including minutes and proactive follow up on action points
7.    Proven excellent organisation skills, with the ability to triage and prioritise workload, based on an understanding of the overall job remit, and the need to meet deadlines
8.    Evidence of ability to use initiative and creativity to identify and implement practical solutions to problems
9.    Evidence of ability to work independently, take effective decisions and work accurately, with limited supervision, in a confidential environment

Desirable Criteria

10.   Experience of working in a large and complex organisation.
11.   Experience of working in higher education
12.   A willingness to communicate in Welsh.  Applicants with little or no Welsh language skills will be provided with the necessary training and support.

Additional Information

Onboarding support (for the PA to the PVC Campus Services)
•    to support and coordinate the onboarding of the incoming PVC including the scheduling, attending and minuting of meetings required for the new portfolio in advance of their arrival 

Personal Development
The role offers a unique opportunity to work directly with senior leadership, supporting strategic priorities and University-wide initiatives with opportunities for professional development within the University.

About the Pro Vice-Chancellor roles

PVC Campus Futures
A member of the University Executive Board, responsible for driving the long term evolution of the institution in line with Our Future, together. As a newly reconfigured role, the postholder will lead the transformation of Cardiff’s physical infrastructure, champion innovative education and research environments, and strengthen the University’s role as a global-civic and future ready institution.  

PVC Education and Student Experience
A member of the University Executive Board, responsible for the University's teaching and learning portfolio, programmes of study, academic standards and the quality of the student experience.

Job Category

Admin / Clerical