UG/PGT Extenuating Circumstances and Student Cases Administrator bei Cardiff University

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.

A new and exciting opportunity has arisen in the School of Journalism, Media and Culture. We are seeking an enthusiastic and motivated individual to join the Student Support Team.

Internal Applicants Only - UG/PGT Extenuating Circumstances and Student Cases Administrator
School of Journalism, Media and Culture
College of Arts, Humanities and Social Sciences

You will provide a comprehensive and professional support to the schools Undergraduate and Postgraduate Taught Programmes, with responsibility on a day-to-day basis for providing administrative support to all undergraduate and postgraduate taught programmes within the School’s Student Support Team.

As a member of the team, you will;

-    Deliver professional and effective administration of the school’s Taught Programmes.

-    Be a key member of the school team that develops Taught Programme plans and support the schools delivery of these plans.

-    Ensure the effective administration and integrity of processes and procedures to support taught programmes in the school. Ensuring the schools taught programmes are compliant with university policies and processes and with relevant regulatory body requirements.

-    Provide support that requires comprehensive knowledge of related activities, in addition to College and University policies and regulations.

How we will support you in performing this role
We want to support and develop you in the role, using a combination of the following to help you reach your full potential.
1.    Regular one-to-one meetings with your team leader.
2.    An experienced and supportive team around you.
3.    Support to undertake job-relevant training and development, as identified by your Line Manager. This could be informal or could be an apprenticeship leading to a formal qualification, such as Business administration NVQ.
4.    A staff mentoring scheme.
5.    Support to learn Welsh or to update language skills.

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 or 45  days annual leave (including bank holidays), 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.

Informal enquiries in relation to the recruitment / application process may be sent to Jo Richards - [email protected]

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

Given the current fixed term nature of this role, we are happy to consider covering the role on a secondment basis until 31st July 2026 when the position will be reviewed.

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

Closing date: Thursday, 2 October 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.

Key Duties

•    Provide Administrative support for all Undergraduate and Postgraduate taught programmes, ensuring that a welcoming, customer focused service is delivered at all times to key stakeholders.
•    Provide detailed advice and guidance on student administrative processes and procedures (in the particular area of extenuating circumstances, student cases, reasonable adjustments and disability support for JOMEC programmes) to students, academic staff and University staff using judgement and creativity to suggest the most appropriate course of action where appropriate and contributing to the solving of more complex issues.
•    To provide administrative support and develop knowledge of key university systems including the  University’s Student Information Management System (SIMS), Virtual Learning Environment including Learning Central and Business Objects.  
•    To provide administrative support to the Student Support Team Leader, Education and Quality Manager and School Manager 
•    To provide administrative support for the delivery of the Undergraduate/Postgraduate Taught Student Support team’s service level agreements
•    Work with others to make recommendations to improve our ways of working.Establish productive relationships with key individuals (University colleagues and external contacts) to help improve the level of service the team provides to it’s customers , 
•    To gather and analyse data so that informed decisions can be made, establishing basic trends and patterns in data and providing reports and recommendations for management 
•    Instruct and guide other employees across the University and within JOMEC programmes, providing support as required. 
•    To provide administrative support to all extenuating circumstances and student cases activities across all programmes for the school
•    To provide administrative support and guidance for key learning activity tasks in Learning Central 
•    Undertake a variety of administrative duties to support the team and School, such as:  
•    Co-ordinate Extenuating Circumstances, committee, processes and procedures and student cases activities for undergraduate and postgraduate taught students; 
•    To ensure that all extenuating circumstances applications for taught programmes are process in a timely manner.
•    Co-ordinate reasonable adjustment and disability support meetings for JOMEC students; 
•    Co-ordinate all undergraduate and postgraduate taught extenuating circumstances policy requirements for the school
•    Ensuring that Extenuative Circumstances grades are correctly reported to the Examining Boards
•    Co-ordinate all appeal responses for the school; 
•    To support any open day/offer holder recruitment events for the school (to include evening/weekend working as required)
•    To ensure that student attendance and engagement procedures are adhered to comply with regulatory obligations.
Co-ordinate student intervention applications and subsequent recommendations
Co-ordinate student wellbeing initiatives e.g. student briefings (throughout the semester), student one-to-ones and appointments

General Duties are noted in Additional Information

 

31,236

Grade 4

28,031

Admin / Clerical

General Duties 
•    Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties. 
•    Uphold the Professional Services Values & Behaviours or local equivalent 
•    Abide by University policies and undergo appropriate personal and professional development
•    Perform other duties occasionally which are not included above, but which will be consistent with the role. 
•    To work with the Student Support Team Leader and Education and Quality Manager to ensure that procedures, activities and materials continuously comply with relevant external statutory obligations and internal regulations, standards and guidelines.
•    To provide administrative support to ensure that objectives and deadlines are met throughout the academic year and are communicated to central Directorates and School management as required.
•    To ensure the integrity of student records, recording transfers, withdrawals, interruption of study and complaints at all stages of the academic cycle.
•    To assist in supporting the application of quality assurance standards/procedures in the undergraduate and postgraduate curricula in accordance with the requirements of the University and the professional and statutory bodies
•    To maintain effective record keeping for all documentation relating to teaching administration and manage archiving of all teaching administration-related records on an annual basis.
•    To ensure the efficient servicing of teaching and learning related committees such as the Extenuating Circumstances Committee
•    To support the school's business needs, assisting with teaching and learning tasks as required

Person Specification Continued

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 (insert specialist function), 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 YOUR NAME, BR NUMBER AND JOB TITLE and attach it to your application in the recruitment system, available here.

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).

Administrative Support

Essential Criteria

1.    Ability to communicate in writing clearly, concisely and effectively to provide detailed advice and guidance 
2.    Evidence of a good standard of numeracy and IT literacy. 
3.    Substantial experience of working in an administrative role or environment and ability to set up standard office system and procedures, making improvement to these as appropriate. 
4.    Specialist knowledge in administrative processes preferably in a large and complex organisation such as Higher Education 
5.    Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding. 
6.    Ability to advise and influence key stakeholders in your area of work.
7.    Ability to explore customers’ needs and adapt the service you provide accordingly to ensure a quality service is delivered. 
8.    Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions. 
9.    Ability to work unsupervised to deadlines, planning, setting and monitoring your priorities and those of the team.
10.    Experience of working efficiently and effectively as part of a team

Desirable Criteria

1.    Experience of providing advice and guidance on Extenuating Circumstances processes and Student Cases for Undergraduate and Postgraduate programmes
2.    Knowledge of processes and regulations relating to Extenuating Circumstances, Student cases, reasonable adjustments, disability support and academic appeals for JOMEC programmes.
3.    Experience of working in a similar role or environment e.g. Higher Education, a Registry type role. 
4.    Specialist knowledge of undergraduate and postgraduate recruitment and admissions
5.    Experience of using the SIMS student records database, Syllabus Plus, Learning Central and the School Management System. 
6.    Ability to speak/understand Welsh or a willingness to learn. 

Job Description and Person Specification continued in Additional Information