Internal Applicants Only - PMO Project Administrator

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 - PMO Project Administrator

This is an exciting time for the Project Management Office in Cardiff, with a refreshed transformation and change programme and an ambitious plan in place to improve the quality of the student experience. Working within the University’s Programme Management Office and closely with the Project Team establishing the new Hubs, we have an exciting opportunity to for a PMO Project Administrator.

The primary purpose of the role will be to support senior professionals in their duties and will provide opportunities to work within project governance and project management.  Working alongside colleagues from Organisational Development, Business Change and Project Management, we are looking for an enthusiastic and highly motivated individual to support the delivery of a new induction and training programme for staff moving into the new Hubs.  The postholder will also provide governance support for working groups, contribute to the capture of lessons learned and arrange project related engagement events.

This post is full-time and fixed term for 12 months.

Salary: £27,644 - £30,805 per annum (Grade 4)

For an informal discussion regarding this role please contact Allison Hanbury, Head of PMO, hanburya2@cardiff.ac.uk

Closing date: Thursday, 24 July 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.

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

Key Duties

• Support the team with applying project management techniques and procedures to support successful programme and project delivery. 
• Ensure project reference materials and documents are kept up to date.
• Support the project team with the creation and access to relevant documentation to support the projects.
• Assist in the coordination of both programme and project level meetings, supporting the preparation and circulation of the agenda and associated documentation and capturing and distributing meeting outcomes.
• Support the programme team with event and workshop organisation
• Maintain programme and project-oriented filing systems, both physical and electronic (using OneDrive or Teams).
• 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/Directorates and outside bodies as required
• Undertake a variety of administrative duties to support the team and department
• 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 within education support and student engagement as required
• Provide detailed advice and guidance on project 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 

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• Abide by University policies on Health and Safety and Equality and Diversity
• Perform other duties occasionally which are not included above, but which will be consistent with the role

Person Specification

Essential Criteria

Qualifications and Education
1. NVQ 3/A-Levels or equivalent

Knowledge, Skills and Experience
2. Substantial experience of working in an administrative role
3. Specialist knowledge of project or multidisciplinary team support
4. Ability to set up standard office systems and procedures and make improvements as appropriate

Customer Service, Communication and Team Working
5. Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding
6. Proven ability to advise and influence key stakeholder from all levels of an organisation.
7. Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.

Planning, Analysis and Problem solving
8. 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
9. Evidence of ability to analyse processes and procedures, and advise on improvements
10. Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work

Desirable Criteria

1. Degree or an equivalent qualification or equivalent work related experience
2. Experience of working in a Higher Education environment
3. Fluency in Welsh, written and oral.​​​​​​

Job Category

Admin / Clerical